PowerSchool End of the Year Checklist (High) Updated 05/2014
Underclassmen EOY Checklist Populate Retained, Next School and Next Grade Fields (Retentions ONLY) Verify there are no students with a W960, W961 or W970 withdrawal code Populate Advanced Placement (AP) field Print Final Report Cards for each student* Print MCPS Secondary Student Attendance Detail report for each student* * Place in student s cumulative folder
Senior EOY Checklist Populate Retained, Next School and Next Grade Fields (Retentions ONLY) Verify there are no students with a W960, W961 or W970 withdrawal code Populate Advanced Placement (AP) field Verification of Graduate/Other Completer Code and Graduation Plan Code Verification/Entering of Early College Scholar Information Populate Diploma Seal Populate End of the Year CTE Information GPA and Class Rank Calculation Print Final Report Cards for each student* Print MCPS Secondary Student Attendance Detail report for each student* Print Transcript for each student* * Place in student s cumulative folder
Populate Retained, Next Year Grade, and Next School Fields (Retained Students Only) 1. On the Start Page, search for the desired student. 2. Click State/Province VA under the Information heading on the left toolbar. 3. The General State Information page will appear. Complete the following fields: a. Retained from the dropdown menu, select YES b. Graduate/Other Completer Code delete any information found c. Diploma Seal delete any information found d. Graduation Plan Code delete any information found 4. Click on the Transcript tab. Complete the following field: a. Graduation Date (Projected or Completed) (12 th Graders only) delete any information found 5. Click Submit 6. Click Scheduling Setup under the Scheduling heading on the left toolbar. 7. The Scheduling Setup screen will appear. Complete the following fields: a. Next Year Grade enter the current enrolled grade level of the student b. Next School Indicator (12 th Graders only) from the dropdown menu, select the current school where the student is enrolled 8. Click Submit
Run Entry/Exit Report for W9XX Withdrawal Codes 1. On the Start Page, click System Reports under the Reports heading on the left toolbar 2. The Reports screen will appear. Click on the Custom Reports tab. 3. The Custom Reports screen will appear. Click on the Entry/Exit Report under the Enrollment heading. 4. The Search Enrolled/Exited Student Report screen will appear. Select the following options: a. Status from the dropdown menu, select Exited b. Select the default value of during month: July-June c. Exit Code from the dropdown menu, select the following codes individually: 1. Withdrawn 15 days Illness (W960) 2. Withdrawn 15 days Suspension (W961) 3. Withdrawn 15 days Absences (W970) 5. Click Submit 6. The Students Exited screen will display any student with the requested withdrawals codes of W960, W961, and W970.
7. Select a hyperlinked student from the list and click Transfer Info under the Enrollment heading on the left toolbar 8. The Transfer Information screen will appear. Click on the Entry Date/Code hyperlink. 9. The Edit Current Enrollment screen will appear. Complete the following fields: a. Exit Code from the dropdown menu, select W880 (Dropped Out) b. Exit Comment populate the box with pertinent information about the student c. W880 Reason Code from the dropdown menu, select the appropriate dropout reason Rea son Code Reason Description 10 Achievement Achievement problems (low achievement, low motivation, low interest) 20 Behavioral 30 Health 40 41 Family reasons Parental privilege Behavioral difficulties (suspension or expulsion, incarceration, runaway, truancy, poor relationships with Health problems (physical or mental illness, injury, substance abuse) Family (pregnancy, parenthood, marriage, needed at home, religious reason) Age/maturity (for KG and PK students only) 42 PK Student Non-applicable (PK Students only) 50 Financial hardship Financial hardship (extreme poverty, working to support self or family) 60 Employment Employed (took a job, joined armed forces) 70 Moved Moved (no longer resides in the area and current status is unknown after appropriate investigation by attendance officer) 80 Maximum age Reached maximum age to receive qualified educa1ional services 81 Personal choice Over 18,but still eligible for qualified services 82 Post Graduate 90 Expulsion Discontinued program (Post Graduate only) Left school involuntarily due to an expulsion approved by appropriate school authorities 10. Click Submit
Populate Advanced Placement (AP) Field 1. On the Start Page, search for the desired student. 2. Click State/Province VA under the Information heading on the left toolbar. 3. The General State Information page will appear. Complete the following field: 1. Advanced Placement from the dropdown menu, select one of the following values: o Enrolled in AP class (1) o Enrolled in AP class and took AP exam (2) o Took AP exam (3) 4. Click Submit
Verification of Graduate/Other Completer Code and Graduation Plan Code 1. On the Start Page, select Grade 12 2. From the Group Functions menu at the bottom of the list of students, select List Students 3. The Student List page will appear. Complete the following fields: a. Report Title Type in the name of the Report (e.g. 2014 Seniors EOY) b. Row 1 Click on Fields and choose 223. LastFirst. Click in Column Title field and type Student Name c. Row 2 Click on Fields and choose 196. Grade_Level. Click in Column Title field and type Grade Level d. Row 3 Click on Fields and choose 342. VA_Grd_Comp_Code. Click Title field and type Grad Code e. Row 4 Click on Fields and choose 343. VA_Grd_Plan_Code. Click in Column Title field and type Grad Plan f. Padding in Each Cell leave this field blank g. # Rows In Between Breaks enter 0 h. Other Options click the checkbox beside of Gridlines OR click the checkbox beside of Export to export the list to an Excel spreadsheet instead of printing the screen i. Optional Sort Field Name enter LastFirst in the first field j. Click Submit
4. The following page will appear, listing all your 12 th Graders. 5. To print the list, click File on the Firefox browser toolbar 6. Click Print Preview 7. Click Print 8. Fill in any missing information in PowerSchool with the following codes: a. Graduate/Other Completer Code o Standard Diploma (1) o Advanced Studies Diploma (2) o Special Diploma (3) o Certificate of Program Completion (4) o General Educational Development (GED) (5) o Modified Standard Diploma (7) o GED Certificate as part of an ISAEP (8) o General Achievement Diploma (9) o No award in this school year IEP allows multiple years in grade 12 (10) o No award in this school year foreign exchange student (11) o No award in this school year student whose age and LEP status allows for multiple years in grade 12 (12) o No award in this school year previously earned a Graduate/Other Completer Code 1-9 in a prior school year (13) b. Graduation Plan Code o 4-yr college (1) o 2-yr college (2) o Other education plans (3) o Military (4) o Employment (5) o None (6)
Verification of Early College Scholar Information 1. On the Start Page, click View Field List 2. Choose 331. VA_EarlyCollegeScholarProgCD 3. Add >0 after the search field (VA_EarlyCollegeScholarProgCD) and click enter 4. The list of identified students (completed Early College Scholar Program agreement (1) and earned Governor s Early College Scholar certificate (2)) will appear Entering Early College Scholar Information 1. On the Start Page, search for the desired student. 2. Click State/Province VA under the Information heading on the left toolbar. 3. The General State Information page will appear. Complete the following field: a. Early College Scholar Program Code from the dropdown menu, select one of the following values: o Student completed Early College Scholar Program agreement (1) o Student earned Governor s Early College Scholar certificate (2) 4. Click Submit
Populate Diploma Seal 1. On the Start Page, search for the desired student. 2. Click State/Province VA under the Information heading on the left toolbar. 3. The General State Information page will appear. Complete the following field: a. Diploma Seal choose the seal awarded to the student from the following codes: o 1 Governor o 2 Board of Ed o 3 Board of Ed Career - Technical Ed o 4 Board of Ed - Advanced Math/Technology o 5 Board of Ed - Excellence in Civics Ed o 12 Governor - Board of Ed o 123 Board of Ed Career - Technical Ed o 1234 Governor-Board of Ed - Board of Ed Career - Tech Ed - Board of Ed Advanced Mathematics/Technology o 12345 Governor - Board of Ed - Board of Ed Career/Technical Ed - Board of Ed of Advanced Mathematics/Technology - Board of Ed for Excellence in Civics Ed o 1235 Governor - Board of Ed - Board of Ed Career/Technical Ed - Board of Ed for Excellence in Civics Ed o 124 Governor - Board of Ed - Board of Ed of Advanced Mathematics/Technology o 1245 Governor - Board of Ed - Board of Ed of Advanced Mathematics/Technology - Board of Ed for Excellence in Civics Ed o 125 Governor- Board of Ed - Board of Ed Excellence in Civics Ed o 13 Governor - Board of Ed Career/Technical Ed o 134 Governor - Board of Ed Career/Technical Ed - Board of Ed Advanced Mathematics/Technology o 1345 Governor - Board of Ed Career/Technical Ed - Board of Ed Advanced Mathematics/Technology - Board of Ed for Excellence in Civics Ed o 135 Governor - Board of Ed Career/Technical Ed - Board of Ed for Excellence in Civics Ed o 14 Governor - Board of Ed of Advanced Mathematics/Technology o 145 Governor - Board of Ed of Advanced Mathematics/Technology - Board of Ed for Excellence in Civics Ed o 15 Governor - Board of Ed for Excellence in Civics Ed o 23 Board of Ed - Board of Ed Career - Technical Ed Seal o 234 Board of Ed - Board of Ed Career/Technical Ed Seal - Board of Ed of Advanced Mathematics/Technology o 2345 Board of Ed - Board of Ed Career/Technical Ed, Board of Ed of Advanced Mathematics/Technology - Board of Ed for Excellence in Civics Ed o 235 Board of Ed - Board of Ed Career/Technical Ed - Board of Ed for Excellence in Civics Ed o 24 Board of Ed - Board of Ed of Advanced Mathematics/Technology o 245 Board of Ed - Board of Ed of Advanced Mathematics/Technology - Board of Ed for Excellence in Civics Ed o 25 Board of Ed - Board of Ed for Excellence in Civics Ed o 34 Board of Ed Career/Technical Ed - Board of Ed of Advanced Mathematics/Technology o 345 Board of Ed Career/Technical Ed - Board of Ed of Advanced Mathematics/Technology - Board of Ed for Excellence in Civics Ed o 35 Board of Ed Career/Technical Ed - Board of Ed for Excellence in Civics Ed o 45 Board of Ed of Advanced Mathematics/Technology - Board of Ed for Excellence in Civics Ed 4. Click Submit
Populate End of the Year CTE Information The following information needs to be populated on the CTE tab of the student s State/Province VA page. Schools will enter this information based on a spreadsheet from the CTE office. CTE Competency Attainment mark for seniors only who have obtained 80% competency in their CTE program of study (based on Student Competency Record rating scale). CTE Finisher Code mark for seniors only. A code used to define a student s CTE finisher status in a particular CTE program. Enter either a 1 or 5. Code CTE Finisher 1 Student finished CTE requirements for completion 3 Student took at least one state-approved CTE course since 7 th grade but has not finished CTE requirements for completion 4 Student has not taken any state-approved CTE courses since 7 th grade 5 Student finished CTE requirements for completion and completion of a CTE dual enrollment course Career Pathway Code mark for seniors only. A code used to identify the Career Pathway finished by the student. These codes are based on the Career Cluster Programs. CTE Career Pathway Codes (Sample) Agriculture, Food and Natural Resources 0101 Food Products and Processing Systems 0102 Plant Systems 0103 Animal Systems 0104 Power, Structural and Technical Systems 0105 Natural Resources Systems 0106 Environmental Service Systems 0107 Agribusiness Systems Architecture and Construction 0201 Design/Pre-Construction 0202 Construction 0203 Maintenance/Operations
GPA Remember: There is no GPA calculation in PowerSchool. GPA is dynamic - the system automatically recalculates a student s GPA when a grade is added or edited in the student s historical grades. Class Rank Calculation Unlike GPA, class rank is not dynamic in PowerSchool. You must use the Class Rank process to calculate class rank. (Best practice if you make a grade change in a student s historical grades, you need to recalculate the class rank.) Before completing the Class Rank process, make sure that any students that are not included in class rank (post graduates, GED students, etc.) are tagged as such on their Other Information page. 1. On the Start Page, click School under the Setup heading on the left toolbar 2. Scroll down the page and click Class Rank under the Grading section 3. Click on Recalculation Frequency 4. Click on Recalculate now. Wait while the system calculates Rank this may take a while. DO NOT CLICK ON THE SUBMIT BUTTON EVER!!!! (By clicking on the Submit button, the system will calculate the class rank twice and it will be listed on reports twice for every student. The only way to correct this is to manually delete the doubled rank.)
Print Final Report Card 1. On the Start Page, select a group of students it is recommended to print one grade level at a time (otherwise it will take quite a while for the report to process in the Report Queue). 2. From the Group Functions menu at the bottom of the list of students, select Print Report 3. Choose the report card to print a. MCPS Secondary Block Report Card Quarter 4 OR b. MCPS Secondary Report Card Quarter 4 4. Select which students to print the card for 5. Select the print order (period 1) and date (06/20/2014) 6. Leave all other fields at the default values 7. Click Submit 8. Refresh the Report Queue (System) My Jobs screen 9. Click View to open the completed report 10. Save and print the report cards with landscape orientation
Print MCPS Secondary Student Attendance Detail 1. On the Start Page, select a group of students it is recommended to print one grade level at a time (otherwise it will take quite a while for the report to process in the Report Queue). 2. From the Group Functions menu at the bottom of the list of students, select Print Report 3. Choose the MCPS Secondary Student Attendance Detail report to print 4. Select which students to print the card for 5. Select the print order (period 1) and date (06/20/2014) 6. Leave all other fields at the default values 7. Click Submit 8. Refresh the Report Queue (System) My Jobs screen 9. Click View to open the completed report 10. Save and print the Student Attendance Detail report
Printing Transcripts 1. On the Start Page, search for the desired student, pull up one of their student pages, and then return to the Start Page. Your Current Selection should now only contain this student. (You may also select a grade level, such as 12, and enter this as your selection.) 2. Click System Reports under the Reports heading on the left toolbar. 3. Click the State tab on the Reports page. 4. Click Transcript Report under the Virginia State Reports heading. 5. Complete the following fields on the Student Transcripts Report page (leave all fields that are not listed below at the default setting): a. Students to Include make sure the radio button is checked for the selected student(s) only b. Grade Levels (9-12) should be highlighted
c. Include 8th grade courses, Include 7th grade courses, Include 6th grade courses make sure the boxes are checked beside of these options d. Include Course Details make sure the box is checked beside this option e. Choose mark to display on the transcript make sure that Grade is chosen f. Select the GPA Method to display for each term leave this option at (Don t Display Term GPA) g. Select the GPA Method to be used to determine class rank make sure that Added Value is chosen. (MCPS uses only Added Value for the GPA method. If this method is not chosen, the incorrect Rank will print on the student s transcript.) h. Select the GPA Methods to display in the GPA Summary make sure that GPA is the only option chosen. (GPA uses Added Value for the GPA method which is the only method used by MCPS. If this method is not chosen, the incorrect GPA will print on the student s transcript. By choosing GPA for this field, the word GPA and not Added Value will print on the transcript.)
i. Select the Tests to display in the Test Scores and Dates Summary choose SAT if you want SAT test scores to print on the transcript j. Click Submit