Utica Community Schools Macomb ISD

Utica Community Schools Macomb ISD SASIxp to PowerSchool Conversion For Elementary Schools 2010

Table of Contents Login... 3 Navigation and personalize... 4 Searching... 5 Enroll a Brand New Student... 6 Pre-enrollments... 8 Reenroll a Student... 9 Demographics... 12 Student Contacts... 16 Pupil Accounting... 18 State/Province MI... 19 Scheduling Setup... 20 Manually Schedule Students... 21 Transfer Out of School... 22 Transfer to Another School... 23 Attendance... 24 Other Reports... 27 Group Functions... 28 During the School Year Scheduling... 29 Pearson PowerSchool Basics Quick Reference.Appendix 1

Login to PowerSchool Launch your internet browser Internet Explorer 7 or higher is recommended Copy & paste the following link into your browser s URL space https://ps.ucs.misd.net/admin Bookmark this URL for easier access. The login screen will appear (as shown in Figure 1, below). there is a semi-colon between the ID and password) Figure 1 Your Powerschool login has been set to match your UCS network logon. Your initial password will be changeme and should be reset at your first logon to the password of your choice. For simplicity, you may want to match your password to your network password. 3

Navigating the PowerSchool screen Now that you have logged into PowerSchool Admin, you should see a screen similar to the one shown in Figure 2. From this screen you can do many different things, as noted by the captions. Clicking on the PowerSchool logo will return you to the original start screen. School and Term that you are currently logged into click on the? to see detailed help on any topic Figure 2 Click on Personalize to change your password or to change your default login page, initial student screen and interface. Figure 3 4

Basic Search Options You can search for a student in many ways: Key in the entire last name in the Search Students box and press enter. Type in the first part of the last name and press enter and this will bring up all the students with the start of that name and you can select your student that way. You can also search for students by selecting a letter of the alphabet, a grade level, or gender from the choices shown below the search window. Once a student is selected, a Quick Lookup page will appear, giving you general information about the student, such as classes and attendance. PowerSchool will also remembers the last page that you were on so if you were looking at schedules and then searched for a different student it will open up the schedules page. You can click on quick look up on the top of the list on the left to get back to that page. Use the links at the left of screen to view different information on the selected student such as address, demographic data, student contacts, attendance.. 5

Enrolling a New Student To enroll new student PowerSchool start page Click on Enroll New Student Last, First, Middle Name DOB Phone number Enrollment Date Full-time Equivalency (REQUIRED FIELD!) Grade level Entry code District of residence Click submit 6

PowerSchool will go out and look to see if it finds a match for the student that you are entering. If the student doesn t match the student that you are entering then you will click enroll. It will then bring you to the family search results. If you have a family match you can click copy or related and click submit. It will bring you back to the functions screen. Click on Demographics on the left of the screen. Continue to page 8 7

Pre-Enrollments In elementary schools it s fairly common to pre-enroll incoming kindergartners for the next year. This could also be used for a student that will be coming to your school in the fall of the next year but not attending your school this year. Note: The next year must be set up in Years and Terms or you will not be able to pre-enroll students for the next year. 1. change the term to the next academic year 2. click enroll new student 3. complete the enroll new student page 4. enter the new student s enrollment date as the date of the first day of the next academic year 5. click submit 8

Re-Enrolling a Student PowerSchool start page Click on Enroll New Student Last, First, Middle DOB Phone number Enrollment Date Full-time Equivalency Grade level Entry code District of residence Click submit 9

PowerSchool will go out and look to see if it finds a match for the student that you are entering If the student matches a student in the list you will then click on the blue link which is the students name to re-enroll them. You must make sure that your school is listed as the School that the student is inactive in to be able to enroll them. If they are coming from another building in the MISD and it still shows their school then you will need to contact them and ask them to transfer that student to your building. If you choose the student and click on the blue link in the screen you will be brought to the functions screen. You will then choose Re-Enroll in School 10

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Fill in the following fields: Date of re-enrollment Entry code Full-time equivalency Grade level District of residence Restore class enrollments o No If this student is coming from another building because you will be assigning them to a teacher that is in your building. o Yes - If this student was previously at your building and they are coming back and are going back with the same teacher. Click submit 12

Demographics Name & ID o UIC Home address o Home address once this information is keyed in you can click the copy home address button to copy the home address to the mailing address Other student information o District Analysis (DA) o Street Code o Home phone o Home phone unlisted? o Alternate phone o Alternate phone unlisted? o Resident membership o Date of birth o Birth Order make no selection if not multiple birth o Gender o Ethnicity o Grad year o District entry date o District entry grade level o School entry date o School entry grade level 13

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Home Language & Citizenship (optional) Former School (optional) Services Received at Former School (optional) 15

Health (optional) o Emergency medical alerts anything keyed in here will create a flag at the top of the screen to let you know they have a medical alert. Forms Submitted (optional) Peanut Allergy 16

Student Contacts You will than open the student contacts screen. This is where you will key in the contacts for the students like mother, father, step parents, grandparents etc.. o Click new to add a new contact for this student. o Contact last & first name o Relationship o Home address o Email o Receive letter mailings? (extra labels will be produced if this is checked) o Home phone o Cell phone o Employer o Work phone o Click submit 17

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Emergency Contacts (optional) Student Contact Automatic Email Reports (not using right now) Student Contact Alert o Student Contact Alert Text this area it will create a flag at the top of the screen with an icon of a person to let you know that this student has a student contact alert. 19

Pupil Accounting This screen is used to keep any pupil codes Shared districts information 10/30 day rule Share time FTE 20

State/Province MI Please contact your pupil accounting person for data entry details This field defaults to Yes and will have to be changed to No if the student shouldn t be exported to the state These are the state ethnic codes that are needed for state reporting. This is also where you will code your multi-racial students. These will not be auto filled from the demographics screen. 21

Scheduling Setup Next Year Grade - Schedule This Student check this box Year of Graduation Next School Indicator use this drop down and choose the school they will be attending the following year 22

Manually Schedule Students Add a class Select a student on the start page Click modify schedule Effective Enrollment Date the first day the student will attend class Search for available classes Use the search filter to narrow the results Click the course name to be added OR If you know the exact course.section number you can use the quick enroll Drop a class Search for the student on the start page Click modify schedule Select check box next to class to be dropped Click drop Enter the exit date Click drop classes HINT: You can view/print the students schedule several ways: Bell schedule view List view Matrix view Quick look-up 23

Transfer Out of School Search for the student Click Functions on the left side under enrollment Click transfer out of school Type a transfer comment Date of transfer (should be the date after the student s last day in class) Exit code Click submit 24

Transfer to another School search for the inactive student that has already been transferred out of school (to search for an inactive student include a / in front of the student s name) click functions on the left under enrollment click transfer to another school choose the school from the drop down click submit 25

Attendance To view a student s attendance record in PowerSchool search for the student then click on one of these links quick lookup or attendance. Find teachers who have not taken attendance 1. From the start page click attendance 2. Click teacher attendance submission status 3. Click on the teacher s name to see a list of the teacher s classes and the attendance status for each one 4. A green dot means that the teacher has submitted attendance for all of their classes 5. A yellow dot means that the teacher has submitted for only some of their classes 6. A red dot means that the teacher has not submitted attendance for any of their classes Find which students are absent Run the absentee report when you need to find out which students have been marked absent. 1. On the start page click attendance, absentee report 2. Select the desired attendance codes 3. Select the period check boxes or leave blank for all periods 4. Include the student number, blank line and verification line is wanted 5. Click submit 6. Report queue system my jobs page click refresh 7. When status is complete click view Updating attendance There are 2 ways to update attendance for a student. Option 1 1. On the student pages menu click attendance 2. Click on the appropriate week 3. Choose the current attendance code 4. Click set all to apply the code to the entire day or click the individual period cell 5. Click submit 26

Update attendance for multiple days Use this function when you need to change attendance for a student s upcoming vacation or medical event. 1. Search for the student 2. On the student pages menu click attendance 3. Click on change meeting attendance 4. Enter the first date of the absence in the from this date field 5. Enter the last date of the absence in the to this date field 6. If the student will be (or was) absent all day leave the meetings to scan check boxes blank 7. If the student will only miss mornings click each afternoon period box 8. Click all to scan for all attendance codes 9. Select absent or parent excused from the attendance code to set menu 10. Click overwrite so that the code for the known event cancels a potential event like a field trip 11. Add a comment to document why the student will b e out of the school 12. Click submit Change attendance for a group Use this function to update your records when a group of students is going on a field trip. 1. Select the group of students 2. From the group functions menu choose attendance change 3. Enter the date range 4. Select the meetings to scan 5. Click all to scan for all attendance codes 6. Choose the code you want PowerSchool to record 7. Choose Don t Overwrite to preserve previously entered attendance codes 8. Enter a comment is wanted 9. Click submit 27

Weekly attendance summary 1. On the start page menu click reports 2. Click weekly attendance summary (meeting) 3. Choose the week for which to run the report 4. Choose which teacher to run the report or choose all teachers 5. In the attendance codes section at the bottom of the report setup page, fill in all of the codes in the absent field that the school uses to indicate a student has an excused absence. These need to be cap letters. 6. Fill in all the codes that count as unexcused absences and as tardies in their respective fields. These need to be cap letters. 7. Click include verification line 8. If you are going to running this report with these option often you can click the boxes on the right side of the page for each value you want to save 9. Click submit Other attendance reports Absentee report attendance/absentee report Class attendance audit reports/system/class attendance audit Student attendance audit report/system/student attendance audit report Attendance count report attendance/attendance count Consecutive absences attendance/consecutive absences Attendance today start page/attendance today Attendance count enhancement start page/select student/attendance count 28

Other reports Birthday lists Enrollment summary: To get an enrollment summary click on enrollment summary on the left menu. This report will give you male/female, grade levels and ethnic code break downs. Master schedule Teacher schedules List students Mailing labels contact your helpdesk for directions 29

Group Functions Once you have selected a group of student you can perform a wide variety of tasks. Store a selection Create a stored selection when you know you will be working with the same group of students routinely. 1. Select a group of students 2. From the group functions menu click save stored selection 3. Give the selection of students a descriptive name such as February birthdays 4. From the list of options on the stored selection with a new name 5. Click submit Select Students By Hand 1. Search for a group of students 2. From the group functions menu, click Select Students by Hand 3. Use the control and click the desired student names 4. Choose either Keep selected students or remove selected students 5. Click selections to save the selection as a stored selection 6. Click functions to see the list of functions you can perform with the selected students List Students 1. Search for a group of students and make a selection 2. From the group functions menu select list students 3. Enter a report title name 4. Type a field name or click on a field from the fields list 5. Add a name for the column title 6. Format the padding if you wish 7. Indicate which field you want to sort the list by 8. Click submit Print a report for a group of students 1. Search for a group of student and make a selection 2. Group functions menu select print report 3. Choose the report you want to print 4. Determine how many student records to include on the report and what order to list the data in 5. Choose options 6. Click submit 30

The Master Schedule During the School Year Scheduling Elementary Schools 1. To view the master schedule click on master schedule on the start page 2. To edit the master schedule preferences click on master schedule and then click on show preferences at the bottom of the list. Courses You can add courses to your master schedule by activating existing courses on the master course list, using courses from your school that were converted or by creating new ones. To add a new course 1. Click school 2. Click courses under scheduling 3. Click +new course 4. Enter the course name 5. Enter the course number 6. Enter the credit type 7. Click submit Making a course active at your school 1. Click school 2. Click courses under scheduling 3. Click manage courses for this school 4. Select the check box next to the course you want to make active 5. Click submit Making a course inactive at your school 1. Click school 2. Click courses under scheduling 3. Click manage courses for this school 4. Clear the check box next to the course you want to make inactive 5. Click submit 31

Adding sections 1. Click school 2. Click sections under scheduling 3. Select the course name 4. Click new 5. Select the term 6. Select the schedule (expression) 7. Select the teacher 8. Enter the room 9. Enter the section number (if you want PowerSchool to assign a section number leave this blank 10. Maximum enrollment 11. Enter dependent sections the student will automatically receive these listed sections when you place them in the original section 12. Select mode to record attendance meeting 13. Select the record attendance preference 14. Select to exclude form attendance 15. Select to exclude from storing final grades is wanted 16. Leave the report cards/transcripts blank 17. Click submit Edit course sections Course sections may need to be edited for a number of reasons during the school year. A teacher may take a leave of absence, a room change or max enrollment number may need to be altered 1. Click school 2. Click sections under scheduling 3. Select a course name 4. Select a section number 5. Edit fields as needed 6. Click submit 32

Create dependent sections 1. Create an AM course 2. Add section of the AM course for each teacher 3. Make all subject sections dependent 4. Take attendance in the AM section and PM section Mass Enrolling Students in a Class To mass enroll students into a class you must select the group of students you want to enroll. Use the mass enroll function to enroll students in a class with the course.section number. At the beginning of the year if you have dependent sections set up then mass enroll student in a teacher s AM section to automatically enroll them in all of the teacher s subject sections. 1. Search for a group of student on the start page 2. Click group functions 3. Click mass enroll 4. Enter the course.section number 5. Enter the enrollment date 6. Click submit 33