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powerschool:powerschool:post_endofyearprocess [2015/08/04 14:39]
lokes |
powerschool:powerschool:post_endofyearprocess [2023/07/11 09:32] (current)
jrhea |
| ====== Post End of Year Process ====== | ====== Post End of Year Process ====== |
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| //This email was sent by jrhea@wcs.k12.va.us on July 9th.// | 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! |
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| Now that the End-of-Year process has been completed below are various reminders and tasks to be performed related to preparing PowerSchool at your school for the new year. PLEASE read the whole email thoroughly! | |
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| **__REMINDERS!__** | **__REMINDERS!__** |
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| **STUDENT ENROLLMENTS** - All students have been advance (or retained where applicable) to the grade level and school they will be attending in the 2015-16 school year. | **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. |
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| * UPDATED: Students enrolled between now and the first day of school will NOW have an enrollment status of ACTIVE. In the past PS would still assign a status of Pre-Registered. This has been fixed since last year. | 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. |
| * The entry date for all currently active K-12 students (returning and summer registrants) should be 8/10/2015 (the first day of the school year). The entry date for all full time PK students should be 8/19/2015 (PK's first day of the school year). Part time PK students such as speech students may have a different entry date depending on when their services begin. | [[http://wiki.wcs.k12.va.us/powerschool/parent_portal/student_registration]] |
| * Please remember that all students, regardless of where they are transferring from, should have an entry code of E119 at the beginning of each school year. The only time a student would have a different entry code is if they have been in attendance at another school in the 2015-16 school year (fall). | |
| * Now that the EOY process is complete you may begin "no showing" students for whom you've gotten an out of district transfer request. Please use the current date as the exit date. You cannot use the first day of school (which typically constitutes a "no show") because that will not remove them from scheduling rosters. We will mass change them to 8/10/2015 once school starts. | * Students enrolled between now and the first day of school should have an enrollment status of ACTIVE. |
| | * The entry date for all currently active K-12 students (returning and summer registrants) should be the first day of the school year. The entry date for all full time PK students should be PK's first day of the school year and will be updated before the beginning of the school year. Part time PK students, such as speech students, may have a different entry date depending on when their services begin. |
| | * All students, regardless of where they are transferring from, should have an entry code of E119 at the beginning of each school year. The only time a student would have a different entry code is if they have been in attendance at another school in the current school year (Fall). |
| | * Once the EOY process has been completed you can begin "no showing" students for whom you've gotten an out of district transfer request for using the current date as the exit date. You cannot use the first day of school because that will not remove them from scheduling rosters. We will mass change them to the first day of school once school starts. |
| | * Elementary Schools and the WCCTEC can begin scheduling as soon as the EOY Process has been completed. |
| | * All student related data entered into PowerSchool must be accurate for other programs to work properly. Please pay special attention when spelling names, entering birth dates, etc. |
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| **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 athttp://wcs.k12.va.us/documents/computer-account-and-access-request-form. 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 they need as we are getting forms that are filled out incompletely and/or incorrectly. | **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. |
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| **GRADUATED STUDENT TRANSCRIPTS** - I have ran PowerSchool transcripts for previous year graduates. They can be accessed in the same place they were last year (P:\SRC). There are folders for each school (labeled 2015 PHHS Transcripts, etc.). Please verify that I did not miss any. If so, let us know and we'll run them from our test server and save them to your schools folder. | **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. |
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| **YEARS AND TERMS** - I have took the liberty to make sure all schools Years and Terms are uniform across the division. Please do not change these as they need to remain uniform throughout the year. Our office will adjust them for weather related days missed as the year goes by. | **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. |
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| **PARENT PORTAL** - The parent portal will not be available until around the middle of the first 9 weeks, however you can provide parents of new students with login information before then. | **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. |
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| **CURRENT TERM** - The Term should default to the new school year when logging into PS now (this is another bug that has been fixed since last year).// | |
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| **BELL SCHEDULE** - Middle and High School schedulers, 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. High school bell schedule times may need to be updated to accommodate the block schedules. Do so by choosing Edit Schedule and clicking on each period and adjusting the start and end time. Please do not adjust the other fields on this page as they are set up correctly for reporting purposes. | **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. |
| | {{:powerschool:powerschool:bell_schedule_change.png}} |
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| **REPORTING SEGMENTS** - Attendance Clerks need to 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 8/10/2015 and the last is 8/31/2015. Remember not to use the first or last day of the month if they fall on a weekend or other non school day. | If you need to change the length of the School day in Bell Schedule you may be experiencing the following error message: |
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| | "Default time in is later than default time out." Then the time defaults back to it's original setting. |
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| | 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. |
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| **SCHEDULING** - PowerScheduler has been made inaccessible. All scheduling tasks MUST be performed on the "live" side of PowerSchool now. There is an Elementary Scheduling Workshop scheduled for July 21st. | **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. |
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| **Note to Middle and High Schools:** I am working on an issue with the calendar setup at each school. You will not be able to see teacher rosters until it is resolved. I will let you know when it has. | **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. |
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