PowerSchool Handbook. Standards-Based Report Cards for Power Users

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1 Handbook Standards-Based Report Cards for Power Users Version 1.1 November 8, 2013

2 Standards-Based Report Cards Page 2

3 Table of Contents Part 1: Background Information... 5 About This Handbook... 6 Part 2: Office Staff Preparation... 7 Preparation before Power User attends SBRC Work Session... 8 Verifying Contacts... 9 Final Grade Setup Parent Portal Current Grade Display Materials from Teachers Removing Headers and Footers from the Report Cards Before Printing Printing Standards-Based Report Cards Part 3: Teacher Preparation Gradebook and Standards-Based Report Cards Standards Report for Teachers Standards-Based Report Cards Page 3

4 Standards-Based Report Cards Page 4

5 Part 1: Background Information Standards-Based Report Cards Page 5

6 About This Handbook This handbook was created by the San Diego Unified School District s IT Training and Support Team as a reference material for school and department users who will access to report Elementary School students grades for the Standards-Based Report Cards. It will be used during SBRC courses for San Diego Unified School District trainings. It is updated periodically by the San Diego Unified School District s IT Training and Support Team. Names used in the documentation are fictitious. Instructions are explained with screenshots and numerical steps. Please follow the steps in numerical order. Note: Due to the nature of the implementation process, screen captures in this handbook may not accurately reflect the way they appear in training classes or production databases. Standards-Based Report Cards Page 6

7 Part 2: Office Staff Preparation Standards-Based Report Cards Page 7

8 Preparation before Power User attends SBRC Work Session Before attending one of the mandatory SBRC Work sessions, please be sure to have the following items complete. If these items are not completed before your scheduled SBRC Work session, go to ERO and change your SBRC Work session to a later date. Standards-Based Report Cards Page 8

9 Verifying Contacts On the Demographics screen for each student, at least one contact must have the Report Cards box checked for to generate a Standards-Based Report Card. If both contacts live with the student, check the Report Cards box for the Parent/Guardian listed in Run a query to find students who do not have Report Cards box checked in Demographics for Primary Contact. 1. On the Start page in the Search field, enter the following (or simply copy and paste from the electronic version of this handbook online): U_Students.sd_guardian1_ReportCard#1 Check these names against the paper San Diego Unified School District PK 12 Enrollment Forms Update as needed: check the Report Cards box if those contacts are supposed to receive a report card. Note: Also be sure the Progress report box is checked as well. 2. Run a query to find students who do not have Lives with box checked in Demographics for Primary Contact. 2. On the Start page in the Search field, enter the following (or simply copy and paste from the electronic version of this handbook online): U_Students.sd_guardian1_LivesWith#1 Check these names against the paper San Diego Unified School District PK 12 Enrollment Forms Update as needed: check the Lives with box if those contacts do live with the student. 3. Run a compound query to find students who do not have Lives with box checked in Demographics for Second Contact and if any of those do not have Report Cards box checked if a second Contact is listed. 3. On the Start page in the Search field, enter the following (or simply copy and paste from the electronic version of this handbook online): U_Students.sd_guardian2_LivesWith#1;U_Students.sd_guardian2_ReportCard#1;U_Students.sd_guardian2_LastName# Check these names against the paper San Diego Unified School District PK 12 Enrollment Forms Update as needed: check the Report Card box if those contacts are supposed to get a Report Card. Standards-Based Report Cards Page 9

10 Final Grade Setup Use Final Grades Setup to view and set up your school's grading terms and their parameters. Verify the dates of each grading term in the school year. The dates used for each grading period (e.g., E1) are used to calculate the grade for that term in the Gradebook. Teachers input assignments into the Gradebook, and the due dates of those assignments affect which assignments grades are used in the calculation for that grading period. It is important to verify the accuracy of each grading period date range for all grading periods used by your school. 1. On the main menu on the Start Page under the Setup area, click School. Standards-Based Report Cards Page 10

11 2. Scroll down the School Setup screen to under the Grading area, and click Final Grade Setup. Standards-Based Report Cards Page 11

12 3. Please take a moment to verify all dates. Note: Some K 8s and K 12s might see the following Final Grade Codes as well as those above: 4. P1 5. P2 6. P3 7. P4 8. S1 9. S2 Standards-Based Report Cards Page 12

13 Parent Portal By default parents will be able to see students grades via the Parent Portal. The parameter Hide standards grades in Parent Access is unchecked by default so parents can view students grades. This is the district s preference. Check this Hide standards grades in Parent Access box only if directed by your school s principal or vice principal to prevent parents from seeing their children s grades. 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 and the Current Grades and Attendance page in the Parent Portal. 1. On the main menu on the Start Page under the Setup area, click School. Standards-Based Report Cards Page 13

14 2. Under the Grading heading on the School Setup screen, click Current Grade Display. Standards-Based Report Cards Page 14

15 3. These are the default settings: 4. K 8s and K 12s should check the Show Citizenship Grade box, and click Submit in order for their secondary students Citizenship grades to appear. K 5s and K 6s should leave this Current Grade Display screen as is because their Citizenship grades will appear in the Citizenship Standard. Standards-Based Report Cards Page 15

16 Materials from Teachers After teachers enter all Standards grades for all of their students, each teacher is required to print, sign and date, and then turn in a Standards Report. See page 24 for teachers repsonsiblilities. Standards-Based Report Cards Page 16

17 Removing Headers and Footers from the Report Cards Before Printing By default, Firefox attaches a header and footer to documents that are printed from it. This document explains how to remove the headers and footers so they don t appear on the report cards that you send home to parents. After you have run the report cards and they are displayed on the screen, follow these steps to remove the headers and footers: 1. From the Firefox File menu, click Page Setup. Standards-Based Report Cards Page 17

18 2. On the Page Setup window, click the Margins & Header/Footer tab. 3. Under the Headers & Footers area, display each of the six drop-down menus and choose - - blank Click OK. Standards-Based Report Cards Page 18

19 Printing Standards-Based Report Cards It s likely that the Power User will be configuring the Elementary Report Card screen multiple times for multiple print jobs: 1. So that the office has a set of Standards-Based Report Cards in English to put in each student s Cum. 2. So that the teacher has a set of Standards-Based Report Cards in English for her records. 3. So that the teacher has a Standards-Based Report Card for each contact that has the Report Cards box checked in the Demographics screen in Spanish if the contact has Spanish listed as the contact s primary language; otherwise, a copy in English. Processing 250 report cards takes only a very few minutes. Processing just under a thousand report cards took more than a half hour. Therefore, if your school has more than 250 students, you ll want to process and print report cards in multiple batches. In the first step immediately below, You can click a specific grade level to select a moderate number of students to process and print, simply repeating the process for each grade level. (In this example, K.) You can enter a query in the search field to process and print a few grade levels at a time and then enter a similar query to select the students in other grade levels. A sample query to enter in the search field instead could be Grade_Level > 2 to select all of the students in grades 3, 4, and 5. If you are willing to wait, you can click All to process and print all students at one time. 1. On the Start Page under the Browse Students or Search areas, select the students you are going to print report cards for. Standards-Based Report Cards Page 19

20 2. Display the Select a function for this group of students drop-down menu, and 3. choose Report Card - Elementary Standards-Based Report Cards Page 20

21 4. The Elementary Report Card screen below will generate reports cards: a. For the students selected in Step 1 above. b. For Report Period E1. c. In (student) alphabetical order. Note: To print the report cards in class order, click the Class radio button (instead of Student Name) to the right of Sort order. d. In English. e. One report card per student. f. For a basic elementary school where all students are scheduled for one period only. 5. Click Submit. The set of Standards-Based Report Cards open in a new window. Spot check to make sure they look right before you print. Note: Do not attempt to print this Standards-Based Report Card print two-sided unless every report card in a print batch is two pages: An important note about the Report cards to print parameter above: o Office Copy prints one report card for each student in English o All flagged Parents/Guardians prints one report card for each contact that has the Report Cards box checked in the Demographics screen. It prints in Spanish if the contact has Spanish listed as the contact s primary language; otherwise, it prints in English An important note about how the Sort order parameter above: Grade sorts students by grade, then last name, then first name, then middle name, then Student ID. Student Name sorts students by last name, then first name, then middle name, then Student ID Class Students are grouped according to the sole class into which they are scheduled. The classes are sorted by teacher last name then first name. When this option is selected, each group begins with a header page on which the teacher s name is printed. Within the class, students are sorted by last name, then first name, and then middle name, then Student ID. Any students who have marks or comments in the selected period but are not currently in a class will be grouped at the end of the report with a header page indicating that the students are not scheduled into a class. Standards-Based Report Cards Page 21

22 6. The Elementary Report Card screen below will generate reports cards: a. For the students selected in Step 1 above if the Report Card box on the Demographic screen is checked for either the first Contact, second Contact, or both. b. For Report Period E1. c. In alphabetical order by teacher s name. d. In Spanish for any Contact with the Report Card box checked on the Demographic screen and Contact primary language is Spanish. e. In English for any Contact with the Report Card box checked on the Demographic screen and Contact primary language is any language other than Spanish. f. For a basic elementary school where all students are scheduled for one period only. 7. Click Submit. The set of Standards-Based Report Cards open in a new window. Spot check to make sure they look right before you print. Note: Do not attempt to print this Standards-Based Report Card print two-sided unless every report card in a print batch is two pages: An important note about the Report cards to print parameter above: o Office Copy prints one report card for each student in English o All flagged Parents/Guardians prints one report card for each contact that has the Report Cards box checked in the Demographics screen. It prints in Spanish if the contact has Spanish listed as the contact s primary language; otherwise, it prints in English An important note about how the Sort order parameter above: Grade sorts students by grade, then last name, then first name, then middle name, then Student ID. Student Name sorts students by last name, then first name, then middle name, then Student ID Class Students are grouped according to the sole class into which they are scheduled. The classes are sorted by teacher last name then first name. When this option is selected, each group begins with a header page on which the teacher s name is printed. Within the class, students are sorted by last name, then first name, and then middle name, then Student ID. Any students who have marks or comments in the selected period but are not currently in a class will be grouped at the end of the report with a header page indicating that the students are not scheduled into a class. Standards-Based Report Cards Page 22

23 Part 3: Teacher Preparation Standards-Based Report Cards Page 23

24 Gradebook and Standards-Based Report Cards When the grading period comes to a close, teachers are required to enter proficiency levels for all of the standards for all of their students. Teachers then run a report to verify that the proficiencies entered are accurate. The report is signed, dated, and submitted to the office by the time and date determined by their school administration. Standards Report for Teachers Teachers print the Standards Report to view proficiency levels for students in their class and confirm their accuracy. 1. Log into PowerTeacher. 2. Launch PowerTeacher Gradebook. 3. Click the Reports tab, and then click the arrow next to Standards Report. Standards-Based Report Cards Page 24

25 4. On the Criteria tab, do the following a. Verify that Report Layout is Class Spreadsheet. b. Verify that the Output Type is PDF. c. Verify that Sections is Selected Class. d. Verify that Students is All Enrolled. e. Verify that Student Field is Student Name. f. Verify that next to Include is Standard Name. g. Uncheck the Overall Section Grade box. h. Choose the appropriate Reporting Term. (The default setting, E1, is used for the first report card.) Standards-Based Report Cards Page 25

26 5. Click the Layout tab, and then do the following: a. To the right of Signature Line, check include. b. Click Run Report. Standards-Based Report Cards Page 26

27 6. Click Open Report, and click OK. Student names appear here 7. Verify that the information on this report is accurate. 8. Sign and date all pages, and turn them in to the office by the designated date and time. Standards-Based Report Cards Page 27

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