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!

REMINDERS!

STUDENT ENROLLMENTS - All students have been advance (or retained where applicable) to the grade level and school they will be attending in the new school year.

• 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.
• 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. 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.
• 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.

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.

GRADUATED STUDENT TRANSCRIPTS - PowerSchool transcripts for previous year graduates. They can be accessed on the P drive (P:\SRC). 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 your schools folder.

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.

PARENT PORTAL - The parent portal will not be available until after school has began, however you can provide parents of new students with login information before then.


TASKS!

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 - 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.

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 8/9/2017 and the last is 8/31/2017. 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. * Please review the when enrolling students.