Once the End-of-Year process has been completed please review the various reminders and tasks to be performed related to preparing PowerSchool for the new year. PLEASE read thoroughly!
STUDENT ENROLLMENTS - All students have been advanced (or retained where applicable) to the grade level and school they will be attending in the new school year as long as they were marked correctly in the Scheduling Setup Page.
OPEN the Fall Enrollment on your school homepage and link to this wiki page. It may assist parents/guardians in troubleshooting any problem they're having using the pre-registration portal. http://wiki.wcs.k12.va.us/powerschool/parent_portal/student_registration
NEW USER or TEACHER ACCESS - To gain access to PS/PT please refer new user's to the principal or school technology representative to fill in the appropriate form located at https://www.wcs.k12.va.us/apps/publications/index.jsp?parentREC_ID=1935. Please do not print out a blank form for new employees to fill out. It needs to be filled out completely online before printing. Also, please assist them in determining what access is needed. Send all CARF's to Karen Gilbert thru Interoffice mail.
GRADUATED STUDENT TRANSCRIPTS - PowerSchool transcripts for previous year graduates. They can be accessed on Google Drives. You should have received an email when they were shared. Folders for each school are labeled Yr School Transcripts. Please verify that none were missed. If so, contact support so they can run them from the test server and save them to the drive.
YEARS AND TERMS - Each schools Years and Terms are setup at the district level to insure uniformity across the division. Please do not change these as they need to remain uniform throughout the year. Also, please do not change the names of the terms.
PARENT PORTAL - Parents of brand new students will automatically gain access to the portal once their students electronic enrollment record has been accepted. Existing students parent will be asked to create their accounts at a later date.
PERIODS - Middle and High School schedulers need to navigate to Start Page > School Setup > Periods and verify the number of periods for the upcoming school year at your school. With block scheduling the high schools may need to adjust these. Please do not change the period names or abbreviations. Please do not adjust once the school year has began.
BELL SCHEDULE - When creating a new year term, PowerSchool copies the bell schedules from the previous school year, eliminating the need to recreate bell schedules from scratch. Bell schedules for each school can be modified on Start Page > School Setup > Bell Schedules. Do so by clicking on Edit Schedule, then click on each period and adjust the start and end time. For the period used for Daily Attendance set the the start/end time at the bottom of the page for the whole day (see below). Please do not adjust any other fields on this page as they are set correctly for reporting purposes.
If you need to change the length of the School day in Bell Schedule you may be experiencing the following error message:
"Default time in is later than default time out." Then the time defaults back to it's original setting.
If so, uncheck the "Use For Daily Attendance" check box and submit. This will clear the Default Time In and the Default Time Out values. Then re-check the "Use For Daily Attendance" check box and enter the desired Default Time In and Default Time Out values and click submit. Times are accepted with no error.
REPORTING SEGMENTS - Attendance Clerks must navigate to Start Page > School Setup > Reporting Segments to adjust the start and end dates to reflect the first and last school day of each month. Example, the first school day of August is 8/9/2023 and the last is 8/31/2023. Remember not to use the first or last day of the month if they fall on a weekend or other non school day.
SCHEDULING - PowerScheduler has been made inaccessible. All scheduling tasks MUST be performed on the "live" side of PowerSchool now. Run the Section Enrollment Audit to check for students who are enrolled in your school but do not have a schedule yet.