A Year in PowerSchoolCreated by Region 4 RESA

A Year in PowerSchoolCreated by Region 4 RESA:

This working document was created by Region 4 RESA to assist in using PowerSchool daily and to use as a training tool. We want to have it completed in May of this year.

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July/August in PowerSchool❏ Post EOY Checklist (QRD: POST EOY)❏ Enroll New Students (QRD: Enrolling Students)❏ Transfer Out Students (QRD: Transfer Out)❏ Use 7/7/YEAR for both entry date and exit date for

summer dates❏ Transfer Student Cheat Sheet (QRD Cheat Sheet)Scheduling Live Side: ● Adding Sections● Walk in Scheduler

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July/August in PowerSchool

❏ School Schedule❏ Attendance Code

Categories❏ Attendance Codes❏ Attendance Preferences

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❏ Full-Time Equivalencies❏ Attendance Conversions❏ Bell Schedules❏ Calendar Setup

❏ Check dates ❏ Number of days

Check all school setups before school opens

July/August in PowerschoolCheck all school setups continued❏ Final Grading Setup

❏ Dates must be concurrent❏ Teachers can now work in Gradebook. ❏ Frequently check gradebook setups throughout year

❏ Check/change dates for all date driven reports❏ Check Section Attributes and Course Attributes❏ Run a preliminary Dropout list from previous school

year 5

July/August in PowerschoolCheck for missing Student data❏ Date of birth❏ Gender❏ Federal Ethnicity❏ Scheduling/Reporting Ethnicity❏ Full-Time Equivalency❏ 9th Grade Entry DateSearch for blank field values - use format: fieldname=

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July/August in PowerschoolVerify School Enrollment Dates❏ Start Page Search - Invalid enrollment dates❏ School Enrollment Audit report - Conflicting enrollment

dates❏ Check course codes on Courses❏ Assign Homerooms❏ Run Class Rosters

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August in PowerschoolVerify Course Enrollment Dates❏ Conflicts between course and school enrollment dates❏ Students enrolled in school, but not in any classes

❏ All students must have a full schedule to be counted in ADM

❏ Activate Parent Portal❏ Check Athletic Eligibility

❏ Enter eligibility data❏ Create teams

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July/August in PowerSchoolContinue Enrolling and Transferring students❏ First 10 days of school attendance (Guide: DHA Process)❏ PMR Set up Intervals: Do this after school starts❏ School-->PMR Interval Setup-->Submit

❏ Check reporting segments for PMR❏ Make Sure Summer Graduates exited properly ❏ Check summer promotions are entered correctly

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September in PowerSchoolState Reports❏ PMR - Principals Monthly Report (Month 1)(QRD: Quick Reference )

❏ PMR/GRS - Run after the first 20 days of school. ❏ Complete All Student Admission Status and all Students Schedules.❏ All Fatal Errors Must be Corrected. Correct as many Warnings as

possible.❏ Save exports for PMR Summary and Detail

❏ PMR - PMR (PP) with List of Errors❏ Retention Promotion Report

❏ Check to make sure the proper students were promoted and retained❏ Fall AIG Report

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September in PowerSchoolState Reports ContinuedSAR - School Activity ReportRun often to correct errors/warnings.❏ Begin working on in early September to Mid November

(QRD: SAR User Guide )❏ SAR - Check List❏ SAR - FAQ❏ SAR - DPI PP ❏ Fatal Errors must be corrected

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September in PowerSchoolContinued Data Entry❏ Enter 504 student data and accommodations ❏ Enter LEP accommodations ❏ Enter ALP Students ❏ Check EC Data ❏ Enter Incidents❏ Continue Dropout Reporting

❏ Use Dropout report in State Reports❏ CRDC report begin running and validating

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October in PowerschoolPrepare for End of Term❏ Check Final grade setup

❏ PowerTeacher (Check a few Gradebooks)❏ Communicate grade/report card deadlines and

expectations for grade submission❏ Train/review the grade submission process with

teachers❏ Permanently Store Grades ❏ Run Report Cards

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October in PowerschoolData: ❏ Update 504 students❏ Update accommodations for 504, LEP & Transitory

Impairment students❏ Update immunizations❏ Historical Test Audits (Enter missing test scores)❏ Audit discipline data❏ Run Attendance Tracking process/letters ❏ Import student photos

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October in PowerschoolState Reports❏Dropout Reporting Continue ❏PMR/GRS Month 2

❏Export and Save Summary and Detail Reports

❏Re-Run SAR and validate ❏Re-Run CRDC and validate

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November in PowerSchoolState Reports❏Principal’s Monthly Report (PMR3)

❏ Export and Save Summary and Detail Reports ❏SAR Data Collection Final❏Dropout Data Collection Final❏CRDC Re-Run and continue to validate

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December in PowerSchoolState Reports❏Historical Test Scores❏CRDC Report- Part 1 Final ❏CRDC Report- Part 2 Final ❏SAR- Corrections/Edits

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December/Januaryin PowerSchool

Preparation/Tasks: Depends on School Calendar❏ Prepare for End of Term

❏ Check Final grade setup ❏ PowerTeacher (Check a few Gradebooks)

❏ Communicate grade/report card deadlines and expectations for grade submission

❏ Train/review grade submission process with teachers❏ Permanently Store Grades ❏ Run Report Cards

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December/Januaryin PowerSchool

Once Grades are Stored ❏ Run mid-year transcripts ❏ Spot check for any issues with GPA or Class Rank❏ Early Graduates

❏ Check Grad requirements❏ Withdraw dates ❏ Graduate School

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December/Januaryin PowerSchool

Preparation/Tasks: Depends on School calendar❏End of semester reports ❏Scheduling for Next School Year

❏ Begin the discussion (major changes) ❏ Review Build and Load Workbooks❏ Schedule Dates for scheduling (Elementary, Middle,

High)❏Determine course changes for next year

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January in PowerSchoolState Reports: ❏Principal’s Monthly Report (PMR 4)

❏ Export and Save Summary and Detail Reports❏PreScheduling

❏ Set up Next school year❏ Move Students to Next School and Grade Level

❏ Use Student Field Value to update students Sched_NextYearGrade

❏ Mass update21

January in PowerSchool❏ Scheduling Set-up❏ Automatic Scheduler Setup - define years/terms, days,

periods❏ Teacher Assignments ❏ Make decisions on Build vs. Load for schools❏ Make courses available for next year❏ Copy Master Schedule - for load process❏ Create Course Request Pages ❏Prepare forms for student/parent course selection

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February in PowerSchoolState Reports ❏Principal’s Monthly Report (PMR 5)

❏ Export and Save Summary and Detail Reports❏Teacher Assignments Continue❏Set up Courses and Course restraints for

scheduling.

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March in PowerSchool❏Principal’s Monthly Report (PMR 6)

❏ Export and Save Summary and Detail Reports❏Spring AIG Headcount

❏ Begin review of AIG student status for April report

❏Set Next School Indicator for students❏Progress Reports

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March in PowerSchool❏Scheduling Set-up

❏ Automatic Scheduler Setup - define years/terms, days, periods

❏ Make decisions on Build vs. Load for schools❏ Make courses available for next year❏ Copy Master Schedule - for load process❏ Create Course Request Pages ❏ Prepare forms for student/parent course selection

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March in PowerSchool❏Prepare for End of Term

❏ Check Final grade setup ❏ PowerTeacher (Check a few Gradebooks)

❏ Communicate grade/report card deadlines and expectations for grade submission

❏ Train/review grade submission process with teachers❏ Permanently Store Grades ❏ Run Report Cards

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April in PowerSchool❏Principal’s Monthly Report (PMR 7)

❏ Export and Save Summary and Detail Reports❏Course Requests completed ❏Begin Building or loading schedule

❏ Actually Working with next year schedule ❏ students loaded in

❏Historical Test Audits❏Approve AIG Report

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May in PowerSchoolState Reports❏Principal’s Monthly Report (PMR 8)

❏ Export and Save Summary and Detail Reports❏GDVR Graduation Data Verification

❏ Begin running and validating the dates and students❏ Diploma evaluations❏ Get a list of overrides that may be necessary

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May in PowerSchoolPreparation/Tasks❏Finalize PowerScheduler❏Run PowerScheduler validation reports❏EOY prep/data validations (May/June)❏CTE Completer Report ❏Test Audits

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June in PowerSchool❏Prepare for End of Term

❏ Check Final grade setup ❏ PowerTeacher (Check a few Gradebooks)

❏Communicate grade/report card deadlines and expectations for grade submission

❏Train/review grade submission process with teachers❏Permanently Store Grades

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June in PowerSchoolOnce Grades are Stored ❏ Graduate Students

❏ Enter Diploma Met Date❏ Enter Diploma Issue Date

❏ Run Report Cards Full Year/Semester❏ Run Transcripts ❏ Spot Check for any issues with GPA or Class Rank ❏ Finalize Transcripts

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June in PowerSchool❏Enter RetentionsState Reports❏Principal’s Monthly Report (PMR 9)

❏ Export and Save Summary and Detail Reports❏GDVR Final

❏ Overrides done in the system ❏ Export and save all GDVR reports when complete

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June in PowerSchoolPrepare for End of Year EOY❏Export and Save all Reports

❏ Incidents ❏ AIG❏ Special Programs ❏ PMR month 9 and Month 1 and Month 2❏ Historical Marks all Year

❏Commit your Schedule before EOY 33

Monthly Tasks❏Update student data

❏ Attendance ❏ AIG❏ Special Programs ❏ Enroll/Withdraw/Transfer❏ Grades- Progress Reports, Report Cards, Historical

Grades ❏ Immunizations❏ Run validation reports; find missing data 34

Monthly Tasks❏Update student data (continued)

❏ Incidents❏ Student access accounts (portal)❏ Student contacts

❏ Enroll/withdraw students❏ Check dates

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