PowerSchool Handbook

  • ErskinechartersErskinecharters
  • PowerschoolPowerschool
  • Powerschool-TrainingPowerschool-Training

Overview of PowerSchool for New Student Information Systems Administrators

PowerSchool is a comprehensive student information system (SIS) designed to streamline school operations, improve communication, and enhance student learning. As a new administrator, you will navigate various features and functionalities that support educational institutions in managing student data effectively. Below is a categorized overview of key topics you will encounter.

Formstack Links:

  • In-Person Training Signup: https://erskinecharters.formstack.com/forms/in_person_powerschool_training

  • Training Attendance during CIE In-person and webinar trainings: https://erskinecharters.formstack.com/forms/powerschool_sign_in_sheet_copy

  • LWS Submission Deadline Calendar: https://theinstituteaterskine-my.sharepoint.com/:x:/g/personal/jcrowe_erskinecharters_org/EbudIC0-mudAuvB6rYoX030BE4q0Hhn7lB-jcueBtV4JSA?e=5QZyUh

  • Charter Institute PowerSchool Admin School Level Contact List: https://docs.google.com/spreadsheets/d/1dW7zuRLfBrLb5C46nNvRQo13F_z6lruywbN0SzCTbcw/edit?usp=sharing

Table of Contents

Introduction and Access

- Familiarize yourself with PowerSchool's interface and navigation.

- Set up user access levels for staff, parents, and students.

- Understand role-based permissions and security features.

Education Regulations and Laws Impacting PowerSchoolLogging into PowerSchoolSigning Into PowerSchool Portal (Admin, Teacher, Student, Parent)Searching for Staff MemberAdd New Staff Member Account in PowerSchool SIS Adding, or Deactivating, Staff Members In PowerSchoolAccess and Navigate ScribePowerSchool Access- Resetting Admin PasswordPowerSchool Access- Resetting PowerTeacherDeactivating Staff in PowerschoolStudent District Search

Attendance Management

- Track daily attendance efficiently.

- Manage tardies and absences.

- Generate attendance reports for analysis.

Attendance Setup InformationAttendance Setup GuideCreating Attendance Code CategoriesAttendance CodesAttendance ConversionsAddressing Truancy and Chronic Absenteeism in SchoolsTaking AttendanceSCDE Chronic AbsenteeSC-VTP Attendance Coding GuidelinesAccess and Download Truancy School Detail ReportTruancy Reports: SC 40 Truancy Report By StudentTruancy, Chronic Absenteeism, and Incident ManagementUpdating Student Attendance Records- DailyUpdating Student Attendance Records - MeetingMass Update Attendance

Climate Survey

- Conduct surveys to gauge student and staff satisfaction.

- Analyze results to improve school environment.

- Use feedback for strategic planning.

Climate Survey InformationAccessing the Student School Climate Survey (Student Login)Accessing the "Teacher School Climate Survey"(Teachers Login)Accessing the "Parent School Climate Survey" (Parent Login)Accessing Individual Student SDE Parent Survey Letter in PowerSchoolHow to Mass Print SDE Parent QR Code Survey LettersGenerating a "Form Category Completion Report" (applicable for student and teacher information)

Compliance and State Reporting

- Ensure adherence to state and federal regulations.

- Prepare and submit necessary reports to educational authorities.

- Maintain accurate records for audits.

Level Data Validation VerificationLevel Data Validation with "Data Validation."Correcting IM Validation Error Code 1050 ScribeFinance: Federal Programs - PowerSchool

Course and Section Management

- Organize courses and sections for scheduling.

- Manage prerequisites and course offerings.

- Facilitate enrollment in classes.

Course SectionsManaging Course Availability at the SchoolHow to Access and Modify a Staff Schedule SetupModify Student ScheduleDropping a student from a courseAdditional Local Board Approved (LBA) Course Information

Civil Rights Data Collection and Reporting

- Collect data as required for civil rights compliance.

- Generate reports on demographics and educational access.

- Ensure equitable treatment of all students.

Civil Rights Data Collection (CRDC) CRDC in School ManagementCRDC Compliance for StaffCRDC Compliance for SectionsCRDC Compliance for StudentsAccessing CRDC Report in PowerSchool (For schools)Download CRDC Report Accessing and Completing CRDC Certification on Federal WebsiteCIE Formstack CRDC *Current School Year* Submission

Enrollment and Transfers

- Streamline the enrollment process for new students.

- Manage transfer requests between schools or districts.

- Maintain up-to-date student records during transitions.

Student Enrollment Enrolling a New Student in School SystemStudent Withdrawal Scenarios (including Dropout and No Show information)Withdrawals & No-Show ProcessModify Student Enrollment DatesTransfer student to another school within the districtTransferring a student out of district (including Out of State)Re-enrollment for a studentPre-Registering a StudentGrade Level Change During School Year Expulsion Expelling a StudentDropout ReportingDropout InformationDropout Reporting

Grading and Reporting

- Manage grading scales and report cards.

- Generate academic progress reports for students.

- Facilitate communication of grades to parents and students.

PowerTeacher Pro School Set-UpFinal Grade/Reporting Term SetupUniform Grading Policy & Administrative Procedures Teacher GradingTeacher Gradebook SetupTeacher- Updating PowerTeacher Pro Traditional Grade CalculationsEditing an Assignment in PowerTeacher ProPowerTeacher Pro - Recalculate Final GradesEnd of TermLock Reporting Terms Storing Grades by Quarter, Semester, and Final YearStoring GradesStoring Grades for Q1Storing Grades for Q2, Semester 1, and Final grades for Semester 1 courses.Storing Grades for Q3Storing Grades for Q4, Semester 2, and all Final GradesReport CardsClass RankViewing Teacher CommentsViewing Teacher CommentsTranscript InformationHigh School Scholarship InformationPrint a Student TranscriptPowerSchool Graduates and Diploma Ordering Entering Grading History

Incident Management

- Document and track student incidents.

- Implement intervention strategies and follow-up actions.

- Generate reports on behavioral trends.

Addressing Truancy and Chronic Absenteeism in SchoolsIncident ManagementIncident Management Audits: Student Enrollment/Exit

Individual Graduation Plans for Students

- Develop personalized plans for student success.

- Monitor progress toward graduation requirements.

- Engage students in their educational pathways.

Graduation Plans in PowerSchoolAdding Courses to IGP Success PlannerIndividual Graduation Plans for StudentsCreating a New IGP for a StudentCreating a New IGP for a Student, Step 1Creating a New IGP for a Student, Step 2Creating a New IGP for a Student, Step 3Creating a New IGP for a Student, Step 4Reviewing a Student's Graduation ProgressViewing an IGP for a StudentSave and Locking an IGP for a Student

Parent and Student Access

- Enable parents and students to view grades and attendance.

- Foster communication through the parent portal.

- Enhance engagement with accessible information.

Parent Portal SetupCreating a PowerSchool Parent Account Step-by-StepAdd New Parent Contact in Student ProfileConfigure Student and Parent Portal SettingsAssign/Unassign Parent Web AccessPowerSchool Access- Resetting a Student PasswordResetting a student password for student portal accessSet Up Student and Guardian Web Access Student Web Access Enable/DisableVerifying Parent Data AccessVerifying, or updating, Powerschool Parent Portal AccessMass Enabling/Disabling Student Web AccessMass Enabling/Disabling Parent Web AccessMass Changing Allow Web Access in Student Field ValueMass Assign Access IDs and Passwords for students and parentsContacts Form in Parent PortalParent Portal Form to Update ContactsAdmin Approval for Parent Portal Contacts Form

PowerSchool Enrollment Solution

- Utilize the enrollment solution for online registration.

- Simplify the process for parents and students.

- Manage enrollment data effectively.

PowerSchool EnrollmentPS Enrollment -Application Weblink for EnrollmentPS Enrollment -Application Approval RequirementsPS Enrollment -Application Approval to LotteryPS Enrollment -Application Lottery ProcessingPS Enrollment -Application Transfer Lottery ResultsPS Enrollment -Application Lottery ReportsPS Enrollment -Application Lottery Seat ManagementPS Enrollment -Application Lottery Results EmailPS Enrollment - Registration FormPS Enrollment -Registration Form Notify StudentsPS Enrollment - Registration Form Submission WorkspacePS Enrollment - Student Uploaded DocumentsPS Enrollment - Deliver Student Data

Scheduling using PowerScheduler

- Implement PowerScheduler for efficient scheduling.

- Consider student preferences and resource availability.

- Optimize class schedules for maximum efficiency.

PowerScheduler, The Complete WalkthroughPowerScheduler, Part 1 - Build vs. Load and accessPowerScheduler, Part 2 - General SetupPowerscheduler, Part 3 - Defining PreferencesPowerscheduler, Part 4 - Course RequestsPowerscheduler, Part 5 - ConstraintsPowerscheduler, Part 6 - Visual SchedulerPowerscheduler, Part 7 - Committing the Schedule

Subgroups for Reporting

- Create subgroups for detailed reporting and analysis.

- Monitor performance of specific demographics.

- Use data to inform educational strategies.

Early Childhood, CERDEP, and Read to Succeed codingHigh Achieving Data EntryPowerschool-PrecodePrecode Coding in PowerSchoolMcKinney Vento, Migrant and Foster-PowerSchool Students Not Tested (SNT)

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McKinney Vento and Multi-Lingual Coding ProceduresWorked Based LearningWork Based Learning Quick ExportCareer and Technical Education (CTE)Seal of Biliteracy, Seal of Distinction, and Digital CredentialsSpecial Education- PowerSchool EditionEmployability Credential CodingEmployability & Post-Graduate EmailAdult Education PowerSchool CodingAdult Ed PowerSchool Coding

Start of Year Setup

- Prepare PowerSchool for the new academic year.

- Update student information and records.

- Set up classes, teachers, and schedules.

Board Approved CalendarPowerSchool Start of the Year- IntroductionPowerSchool Start of Year- Part 2PowerSchool Start of Year- Part 3PowerSchool Start of the Year- Part 4PowerSchool Start of Year- Part 5PowerSchool Start of Year- Part 6PowerSchool Start of Year- Part 7PowerSchool Start of Year- ConclusionOverlapping School and Section EnrollmentsCourse Section Enrollment and Withdrawal

Student Records and Compliance

- Maintain accurate and secure student records.

- Ensure compliance with data privacy regulations.

- Regularly update and verify student data.

Student Records- SC Compliance PagesStudent Records- SC Compliance PagesEFA/EIA Funding Guide (45th & 135th Day Funding)EFA/EIA Funding Report Process9GR Coding9GR Coding & Cohort Maintenance InformationDiploma Ordering Tracking Systems (DOTS)Diploma Ordering Tracking System (DOTS)Guidelines for Early and Summer Graduation ProcessingEarly Graduate ProcessingSummer Graduate ProcessingHonor RollDistrict of Residence CodingAdd Custom Student List for Residence Night EntryAdd Custom Student List for Residence Night EntryHomeless/Migrant and Multi-Lingual CodingMultilingual (ML) Powerschool Coding

Technical and Administrative Tools

- Explore tools for data management and reporting.

- Utilize administrative features for system oversight.

- Enhance technical skills for troubleshooting and support.

Helpful Functions & ReportsLevel Data Validation Summary GuideTasks & NotificationsDuplicate StudentCharter Institute Clever Charter Institute Clever InformationEdFi-SCDE EdFi School Level Process GuideUpdating Student Contact Information Steps for EDFi to EdPlan SCHow to Log Into SCDE Rally AnalyticsAccessing your school's Podium PlatformLocating Educator Certification on SCDE Website

Appendix

- Additional resources or tools related to PowerSchool.

- Miscellaneous tips and tricks for system optimization.

- FAQs and common issues encountered by administrators.

Printing ReportsCustom Student ListQuick Student Export ScribeEnd of School Year Preparation for PowerSchool AdministratorsSchool Closure and Make-Up DaysPAX email received