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 7 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. Get Started 8 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 Get Started 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. Get Started 10 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 11 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 12 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 13 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 Get Started 14 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. 15 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, 16 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. 17 The Basics User Guide 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 18 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 19 The Basics User Guide 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 20 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. 21 The Basics User Guide 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. 22 The Basics User Guide 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 23 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. Work with the Main Menu 25 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. Work with the Main Menu 26 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 27 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 28 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 3 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 4 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 5 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. Student Search 15 Students User Guide 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. Student Search 16 Students User Guide 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. Student Search 17 Students User Guide 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 18 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. Student Search 19 Students User Guide 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. Student Search 20 Students User Guide 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. Student Search 21 Students User Guide <= 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 Student Search 22 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. Student Search 23 Students User Guide 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. Student Search 24 Students User Guide 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. Student Search 25 Students User Guide 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 Student Search 26 Students User Guide 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. Student Search 27 Students User Guide 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 28 Students User Guide 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 Student Search 29 Students User Guide 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 30 Students User Guide 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. Student Search 31 Students User Guide 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. Student Search 32 Students User Guide 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, 33 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 Student Search 34 Students User Guide 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 Student Search 35 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. Student Search 36 Students User Guide 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. Student Information Pages 37 Students 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. 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. Student Information Pages 38 Students User Guide 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 39 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: Student Information Pages 40 Students User Guide 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. Student Information Pages 41 Students User Guide 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. Student Information Pages 42 Students User Guide 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. Student Information Pages 43 Students User Guide 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. Student Information Pages 44 Students User Guide 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 Student Information Pages 45 Students User Guide 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. Student Information Pages 46 Students User Guide 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. Student Information Pages 47 Students User Guide 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. Student Information Pages 48 Students User Guide 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: Student Information Pages 49 Students User Guide 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. Student Information Pages 50 Students User Guide 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. Student Information Pages 51 Students User Guide 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. Student Information Pages 52 Students User Guide 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, Student Information Pages 53 Students User Guide 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 Student Information Pages 54 Students User Guide 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. Student Information Pages 55 Students User Guide 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. Student Information Pages 56 Students User Guide 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. Student Information Pages 57 Students User Guide 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. Student Information Pages 58 Students User Guide 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. Student Information Pages 59 Students User Guide 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. Student Information Pages 60 Students User Guide 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 Student Information Pages 61 Students User Guide 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. Student Information Pages 62 Students User Guide 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. 63 Students User Guide 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. Student Information Pages 64 Students User Guide 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. Student Information Pages 65 Students User Guide 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. Student Information Pages 66 Students User Guide 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: Student Information Pages Never Weekly Every Two Weeks 67 Students User Guide 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. Student Information Pages 68 Students User Guide 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. Student Information Pages 69 Students User Guide 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. Student Information Pages 70 Students User Guide 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. Student Information Pages 71 Students User Guide 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. Student Information Pages 72 Students User Guide 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. Student Academics 73 Students 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 Student Academics 74 Students 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 Student Academics 75 Students 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 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. Student Academics 76 Students 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 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: Student Academics 77 Students 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 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: Student Academics 78 Students 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 Attendance Overview. Student Academics 79 Students 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 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. Student Academics 80 Students User Guide 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. Student Academics 81 Students User Guide 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 Student Academics 82 Students User Guide 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. Student Academics 83 Students User Guide 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. Student Academics 84 Students User Guide 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. Student Academics 85 Students User Guide 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. Student Academics 86 Students User Guide 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. Student Academics 87 Students User Guide 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. Student Academics 88 Students User Guide 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 Student Academics 89 Students User Guide 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. Student Academics 90 Students User Guide 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. Student Academics 91 Students User Guide 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 Student Academics 92 Students User Guide 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. Student Academics 93 Students User Guide 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 Student Academics 94 Students User Guide 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. Student Academics 95 Students User Guide 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 Student Academics 96 Students User Guide 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. Student Academics 97 Students User Guide 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. Student Academics 98 Students User Guide 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. Student Academics 99 Students User Guide 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. Student Academics 100 Students User Guide 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. Student Academics 101 Students User Guide 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. Student Administration 102 Students User Guide 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: Student Administration 103 Students User Guide 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. Student Administration 104 Students User Guide 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. Student Administration 105 Students User Guide 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. Student Administration 106 Students User Guide 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. Student Administration 107 Students User Guide 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: Student Administration 108 Students User Guide 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. Student Administration 109 Students User Guide 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. Student Administration 110 Students User Guide 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. Student Administration 111 Students User Guide 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 Student Administration 112 Students User Guide 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. Student Administration 113 Students User Guide 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. Student Administration 114 Students User Guide 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. Student Administration 115 Students User Guide 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 Student Administration 116 Students User Guide 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. Student Administration 117 Students User Guide 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. Student Administration 118 Students User Guide 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. Student Administration 119 Students User Guide 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. Student Administration 120 Students User Guide 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. Student Scheduling 121 Students User Guide 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. Student Scheduling 122 Students User Guide 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. 123 Students User Guide 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 124 Students User Guide 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. Student Scheduling 125 Students User Guide 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, Student Scheduling 126 Students User Guide 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. Student Scheduling 127 Students User Guide 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: Student Scheduling 128 Students User Guide 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: Student Scheduling 129 Students User Guide 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. Student Scheduling 130 Students User Guide 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. Student Scheduling 131 Students User Guide 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. Student Scheduling 132 Students User Guide 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 133 Students User Guide 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. Student Scheduling 134 Students User Guide 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. Student Scheduling 135 Students User Guide 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. Student Scheduling 136 Students User Guide 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. Student Scheduling 137 Students User Guide 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. Student Scheduling 138 Students User Guide 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. Student Scheduling 139 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. Work with the Class Roster 140 Students User Guide 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. 141 Students User Guide 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 Work with the Class Roster 142 Students User Guide 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. Work with the Class Roster 143 Students User Guide 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. Work with the Class Roster 144 Students User Guide 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: Work with the Class Roster Delete enrollment - The student’s drop date is on or before the enrollment date and has no attendance 145 Students User Guide 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. Work with the Class Roster 146 Students User Guide 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. Work with the Class Roster 147 Students User Guide 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. Work With Groups 148 Students User Guide 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 Work With Groups 149 Students User Guide 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. Work With Groups 150 Students User Guide 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 Work With Groups 151 Students User Guide 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. Work With Groups 152 Students User Guide 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 Work With Groups The total number of students who have not specified a race category or ethnicity appear. 153 Students User Guide 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. Work With Groups 154 Students User Guide 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. Work With Groups 155 Students User Guide 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. Work With Groups 156 Students User Guide 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: Work With Groups 157 Students User Guide 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. Work With Groups 158 Students User Guide 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: Work With Groups 159 Students User Guide 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. Work With Groups 160 Students User Guide 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 Work With Groups 161 Students User Guide 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- Work With Groups 162 Students User Guide 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. Work With Groups 163 Students User Guide 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. Work With Groups 164 Students User Guide 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. Work With Groups 165 Students User Guide 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. Work With Groups 166 Students User Guide 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. Work With Groups 167 Students User Guide 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. Work With Groups 168 Students User Guide 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. Work With Groups 169 Students User Guide 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. Work With Groups 170 Students User Guide 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. Work With Groups 171 Students User Guide 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. Work With Groups 172 Students User Guide 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. Work With Groups 173 Students User Guide 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. Work With Groups 174 Students User Guide 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. Student System Administration 175 Students User Guide 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 Student System Administration 176 Students User Guide 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. Student System Administration 177 Students User Guide 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. Student System Administration 178 Students User Guide 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. Student System Administration 179 Students User Guide 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. Student System Administration 180 Students User Guide 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. Student System Administration 181 Students User Guide 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. Student System Administration 182 Students User Guide 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. Student System Administration 183 Students User Guide 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. Student System Administration 184 Students User Guide 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. Student System Administration 185 Students User Guide 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. Student System Administration 186 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 33 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. Work With Staff Groups 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. Get Started 8 PowerSchool Parent Portal User Guide 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 Get Started 9 PowerSchool Parent Portal User Guide 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. Get Started 10 PowerSchool Parent Portal User Guide 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 Get Started 11 PowerSchool Parent Portal User Guide 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: Get Started 12 PowerSchool Parent Portal User Guide 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. Get Started 13 PowerSchool Parent Portal User Guide 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. Work with the Navigation Menu 14 PowerSchool Parent Portal User Guide 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. Work with the Navigation Menu 15 PowerSchool Parent Portal User Guide 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: Work with the Navigation Menu 16 PowerSchool Parent Portal User Guide 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. Work with the Navigation Menu 17 PowerSchool Parent Portal User Guide 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. Work with the Navigation Menu 18 PowerSchool Parent Portal User Guide 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. Work with the Navigation Menu 19 PowerSchool Parent Portal User Guide 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. Work with the Navigation Menu 20 PowerSchool Parent Portal User Guide 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. Work with the Navigation Menu 21 PowerSchool Parent Portal User Guide 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: Work with the Navigation Menu 22 PowerSchool Parent Portal User Guide 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. Work with the Navigation Menu 23 PowerSchool Parent Portal User Guide 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. Work with the Navigation Menu 24 PowerSchool Parent Portal User Guide 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. Administration 15 Attendance User Guide 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. Administration 16 Attendance User Guide 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 17 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 Administration 18 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. Administration 19 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. Administration 20 Attendance User Guide 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. Administration 21 Attendance User Guide 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: Administration 22 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: Administration 23 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 Administration 24 Attendance User Guide 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 Administration 25 Attendance User Guide 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 26 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. Administration 27 Attendance User Guide 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 28 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 29 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 Address Management 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 6 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. District Setup 7 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. District Setup 8 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 9 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 10 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 District Setup 11 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 12 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 13 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 14 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 16 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 17 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. District Setup 18 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 19 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. School Setup 51 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 52 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 54 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 55 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 School Setup 56 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 57 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 60 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 61 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 63 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 64 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 65 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. School Setup 66 Grading User Guide 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 67 Grading User Guide 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. 68 Grading User Guide 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. School Setup 69 Grading User Guide 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. Work With Grading 70 Grading User Guide 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 Work With Grading 71 Grading User Guide 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 Work With Grading 72 Grading User Guide 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. Work With Grading 73 Grading User Guide 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 Work With Grading 74 Grading User Guide 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 Work With Grading 75 Grading User Guide 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 Work With Grading 76 Grading User Guide 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. Work With Grading 77 Grading User Guide 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. Work With Grading 78 Grading User Guide 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. Work With Grading 79 Grading User Guide 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. Work With Grading 80 Grading User Guide 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. Work With Grading 81 Grading User Guide 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 82 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 83 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 84 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. Work With Grading 85 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 86 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 Contents 3 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 4 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 13 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 29 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. 30 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 31 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 32 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