PowerSchool Start of Year Guide - archchicago.orgocs.archchicago.org/Portals/23/PowerSchool/2014 15...

2014-2015

PowerSchool Start of Year Guide

Updated August 13, 2014

Table of Contents

3……….Start of Year Checklist

4……… Add a Staff Member

5….….. Add Staff Members to Classes

7……… Staff Member Departure

8...……. Review Teacher Schedules

9.………Enroll New Students

11…….. Pre-Registering Students for Next School Year

13…….. Mass Enroll Students in Sections

16…….. Mass Drop Mistakenly Enrolled Students

17…….. Enroll Students into Classes Individually

18…….. Drop Students from Classes Individually

19…….. Update Information By Group

21…….. OCS Student Data Check Form

22……...Locate Graduated/Inactive Students

23…….. SchoolReach

24……..Quick Export to Send to Photo Company

Start of Year Checklist

1. Add New Staff Members and Add to Classes (pp. 4,5)

2. De-Activate Non-Current Staff Members (pp. 7)

4. Add New Students (pp. 9)

5. Mass Enroll Students into Sections (pp. 13)

6. Update Home_Room Field (pp. 19)

7. Update Oldest_Only Value or Youngest_Only Value (pp. 19)

8. Locate Graduated/Inactive Students (pp. 22)

9. Run OCS DataCheck form to Check Student Info (pp. 21)

10. Check SchoolReach for Updated Lists (pp. 23)

11. Practice Quick Export and for Photos (pp. 24)

Add a Staff Member

From the Start Page, click New Staff Entry under the People menu on the left side

of the screen. The New Staff Member page appears.

Populate the form with the new staff member’s information. It is imperative that

you give your staff member a unique internal ID number. We suggest you do this

by taking your school’s abbreviation and adding a two digit number to the end of

it (ie ELANGEL43). You must also dictate whether the new staff member is a

teacher or administrator. If they aren’t marked as a teacher they will not be

available to associate with sections and will not have access to a gradebook.

Submit the form.

Login information including user name and password need to be populated on the

security settings tab.

Add Staff Member to Classes

1. From the start page click on Teacher Schedules on the left side

2. Click on the old teacher who has the courses the new staff member will

take, in this example Jennifer Bubis.

3. Click on the Section Number

2.

3.

Add Staff Member to Classes continued

2. On the next screen, scroll a quarter of the way down the page and click

on the name of the teacher you want to replace.

3. Indicate which new teacher to associate to the class, in this case Julie

Evans. Scroll down to the bottom of the page and click submit.

Staff Member Departure

1. Make sure the staff member who plan to deactivate has all of their

current courses assigned to other staff members (pages 5,6).

2. From the start page, click on the staff tab.

3. Find the staff member to deactivate. Click on their name.

4. In the staff member’s record, choose Information.

5. Scroll ¾ down the page and uncheck the Active button.

6. Scroll down to the bottom of the page and click submit.

Note: To find this staff member in the future, on the staff tab place a /

before their last name and search.

Review Teacher Schedules

1. From the Start Page click on Teacher Schedules on the left side of the

screen under Functions.

2. Click on the name of the teacher on the left side whose classes you want

to view.

3. Verify that teachers are all assigned to the correct sections before school

starts.

4. Make sure to update any sections where teachers have left the school

and new teachers will be teaching their sections (pages 5,6).

Enrolling New Students

Enrolling Current Year New Student-You can also request the new

student upload sheet from St. Benedict Tech Support. 1. On the left side of the Start Page, under People, choose Enroll New Student

2. Fill in the Name

3. Fill DOB

4. Fill in the Enrollment Date, this is the first day of school for this student

5. Enter the Full-Time Equivalency ie Regular or Full-Time

6. Enter the Grade Level

7. Click on the button next to Search for Family Members

8. Indicate to Include Student’s Last Name in search. Click Submit.

1.

2.

3.

4.

5.

6.

7.

8.

Enrolling Current Year New Student continued 9. If no family member is found, proceed to the next step. If a family member

is found click Copy and Related-this will fill the information of the sibling

into the new student’s record. Click Submit.

10. Once in the student’s record, click Custom Screens under Information on

the left side.

11. Finish entering student information including Student Info, Parent Info and

Emergency Info in these screens.

9.

11.

Pre-Registering Students for Next School Year-You can also request

the new student upload sheet from St. Benedict Tech Support. 1. On the left side of the Start Page, under People, choose Enroll New Student

2. Fill in the Name

3. Fill DOB

4. Fill in the Enrollment Date, This is the first day of school for the next

school year. 5. Enter the Full-Time Equivalency ie Regular or Full-Time

6. Enter the Grade Level

7. Click on the button next to Search for Family Members

8. Indicate to Include Student’s Last Name in search. Click Submit.

1.

2.

3.

4.

5.

6.

7.

8.

Pre-Registering Students for Next School Year continued 9. If no family member is found, proceed to the next step. If a family member

is found click Copy and Related-this will fill the information of the sibling

into the new student’s record. Click Submit.

10. Once in the student’s record, click Custom Screens under Information on

the left side.

11. Finish entering student information including Student Info, Parent Info and

Emergency Info in these screens.

9.

11.

Mass Enroll Students Into Sections Schedule Students by Group

1. From the Start Page Click on a grade level.

2. Beneath the student selection, choose Select by Hand. If you only have

one group of students in the grade level, move to step 5.

3. Put checks next to the students you want to enroll in the section.

4. Click Update Selection

2.

3.

4.

Mass Enroll Students continued 5. In the Functions pop up menu next to Select By Hand, choose Mass Enroll.

Click it.

5.

Mass Enroll Students continued 6. On the next screen indicate to search by Period, choose HR. Or if you are

not enrolling into HomeRoom indicated to search by Teacher. Click

Search.

7. Click on the highlighted blue link of the section you plan to enroll the

students in.

8. You’ll see the Mass Enroll Preview and get a chance to edit the enroll date.

This should be the first day of school the student is in class. If everything

looks all right, scroll to the bottom of the page and click Enroll Students.

6.

6.

7.

Mass Drop Mistakenly Enrolled Students 1. From the Start Page Click on Teacher Schedules on the left side of the

screen.

2. Choose the teacher whose class you want to drop.

3. Click on the Enrollment Number of the class you want to drop.

4. Verify that these are the students you intend to drop. Click Drop from

Class.

8

5. Click Drop Students

4.

5.

Enroll Students Into Classes Individually 1. Navigate to a student’s record.

2. On the left side towards the bottom, under Scheduling, choose Modify

Schedule.

3. Search by Period (HR for homeroom classes) or by Teacher.

4. To Enroll the student in the Class, Click on the blue-link of the class you

want to place the student in. Warning: There is no submit button, this

enrollment will happen as soon as you click this blue link.

3. 3.

4.

Drop Students From Classes Individually

WARNING When a student is dropped from classes, his/her grades disappear

from the teacher’s gradebook. Be sure to print the gradebooks before transferring

the students out.

5. Navigate to a student’s record.

6. On the left side towards the bottom, under Scheduling, choose Modify

Schedule.

7. Click the checkboxes next to the courses you wish to drop.

8. Choose Drop Selected, or Drop All to drop the student from these classes.

9. Change the exit date to be the day after the last day of classes.

10. Click Drop Classes.

3.

4.

5.

6.

Update Information by Group

Select Students By Hand-To Change Home_Room Field 1. From the Start Page Click on a grade level.

2. Beneath the student selection, choose Select by Hand. If you only have

one group of students in the grade level, move to step 5.

3. Put checks next to the students you want to enroll in the section.

4. Click Update Selection

2.

3.

4.

Update Information by Group Select Students by Hand-To

Change Home Room Continued 5. Choose Student Field Value on the Pop Up Functions Menu next to Select

By Hand

6. Next to field to change, type home_room (capitalization irrelevant).

7. Next to New Field Value, type in the correct home_room, click submit

8. Confirm the new values and click submit

9. Repeat this step for exitdates of Pre-K, Kindergarten, 1

st-7

th Students and

8th

Grade Students, this value is Exitdate

10. Repeat step for Oldest_Only and Youngest_Only=Y

6.

7.

7.

8.

OCS Student DataCheck Form

Regularly updating your data is key to successfully utilizing

PowerSchool as your student data system. A good way to view

your student information is the OCS Student DataCheck Form.

1. Click Print Report on the left side of a student’s record.

2. Next to Which Report to Print, choose OCS Student Data Check Form.

3. Click Submit

4. Click Refresh until the report status changes to Completed.

5. To view the report click View.

1.

2.

3.

4.

5.

Locate Graduated/Inactive Students

Navigate to the start page

Enter /enroll_status=3

Your graduated students will appear on the next screen

To Find 2013-2014 Graduates

Search /exitcomment=13-14 Graduate









Enroll_status Means This Example # in School

-1 Pre-Registered /enroll_status=-1

0 Active Students enroll_status=0

1 Inactive Students /enroll_status=1

2 Transferred Out /enroll_status=2

3 Graduated Students /enroll_status=3

SchoolReach

PowerSchool will populate your SchoolReach lists with the most up-to-date

contact information for your students and your staff. Only update PowerSchool in

order to cause an update in SchoolReach.

Students

Use the Custom Screens/Registration Screens to update student contact

information . PowerSchool will use these fields to populate your SchoolReach

info for your students: first_name Mother_Cell_Phone

last_name Guardianemail

grade_level MotherEmail

home_phone FatherEmail

Father_Cell_Phone home_room

Bus_route

Staff

PowerSchool will automatically populate the contact info fields for your staff. In

an individual staff record, choose SchoolReach Fields (below).

PowerSchool will use these fields to populate your SchoolReach info for your

staff: first_name email_addr

last_name home_email

home_phone status (only Current

cell_phone staff will receive

notifications.)

Quick Export for Photos

Quick Export Data to

Excel

1. Choose the grade

level whose data you

intend to export. Or

click All for All active

students.

2. Under Select a

Function for this

Group of Students,

Choose Quick Export

1.

.

2.

.

Quick Export for Photos Continued

3. On the Quick Export

page, input these fields,

one on top of the other:

student_number

first_name

last_name

grade_level

home_room

4. Click Submit

5. When the file

appears, choose Save

As and save the file

named student.export

on your Desktop.

6. Open Microsoft Excel

5.

3.

4.

7. In Microsoft Excel,

Click File, and Choose

Open.

8. Make sure you’re

looking in the file called

Desktop

9. Change the Files

you’re looking for from

All Excel Files, to All

Files. Find

student.export and click

Open.

10. When the file opens,

the Text Import Wizard

will open. Click Finish.

Your data will now be

ready to view and print

in Excel.

11. Send file to your

photo provider.

7.

.

9.

8.

.

10.

PowerSchool Start of Year Guide - archchicago.orgocs.archchicago.org/Portals/23/PowerSchool/2014 15...

Documents

Transcript of PowerSchool Start of Year Guide - archchicago.orgocs.archchicago.org/Portals/23/PowerSchool/2014 15...