Jennifer Rhea Jun 1, 2023, 2:51 PM to principals, etc.
PRINCIPALS, please make sure your GUIDANCE COUNSELORS, AND ENROLLMENT CLERKS, see this before Thursday, June 29, 2023. With the employee turnovers throughout the year I may miss someone.
Hello everyone!
The End of Year (EOY) Process closes out the current school year, graduates seniors, enrolls pre-registered students, and transfers all other active students to their next year School/Grade Level.
I will begin the EOY Process on Wednesday, July 5th upon our return from the July 4th holiday. During this time PowerSchool will be unavailable for a couple of days at least.
IN PREPARATION FOR THE EOY PROCESS EACH SCHOOL IS RESPONSIBLE FOR THE FOLLOWING BEFORE Thursday, June 29th.
MIDDLE AND HIGH
SCHEDULES: All middle and high school schedules must be committed. After the EOY Process, you can continue to work with schedules on the live side of PowerSchool in the new school year. YOU WILL NO LONGER BE ABLE TO USE POWERSCHEDULER AFTER THE EOY PROCESS IS COMPLETE. Let me know if you wish for me to commit schedules before I perform the process.
EVERYONE:
NEXT YEAR GRADE and NEXT SCHOOL INDICATOR: These fields are located in the Scheduling Setup page of each student record. They MUST be filled out for each student who was active at the end of the previous school year. I shared instructions on how to do this at the beginning of each year so it should have already been taken care of. But, if you aren't familiar with the process go to WIKI - Scheduling for instructions. I will send an email with potential errors throughout June.
IN DISTRICT SUMMER TRANSFERS: During the EOY Process, students transferring in district will be automatically moved from their current school to their new school as long as the student's Next School Indicator has been set properly by the enrollment clerk at the students' current school.
If anyone has any questions or concerns, please let us know. I hope you all are having a great summer! Thanks, Jennifer Jennifer Rhea, SIS Specialist Washington County Schools
After completing the Schedule Setup page in preparation for the EOY process, please follow the directions below to cross check students' Next Grade setup to the Retained field. Several student records were found to be marked Retained on the State/Province- VA page, even though they are marked to be promoted on the Schedule Setup page. The EOY Process goes by the later setting and will automatically promote them to the next grade level, even though their Retained field is flagged as Yes (indicated by an internal code of 1).
To check these, follow these directions: Copy/paste this search in PS to find active students currently marked to be held back on their State/Province - VA page: S_VA_STU_X.Retention_TF=1 Go to the List Students function and enter the following verbatim and click on Submit. image.png Once you have the list of students, sort by Grade to find records like the examples below that have an X next to them. image.png Determine if the Retained flag is an old one and just needs to be removed or if the student really is being retained in the fall school year. If the student should not be retained go to the State/Province - VA page and change the Retained flag to NO. If the student should be retained, follow these WIKI instructions on how to retain students. How to Retain Students If the student is a senior and will be returning next year (for whatever reason) click the link at the bottom of that WIKI page for detailed instructions for retaining seniors. http://wiki.wcs.k12.va.us/powerschool/powerschool/graduates/returningseniors
Jennifer Rhea 9:56 AM June 16, 2025 to Principals, Karen, Susan, Diana, Julie, Trina, Kristy, Catherine, Lisa, Chelsea, Hannah, Tonya, Jamie, Garrett, Shauna, Mary, Tracey, Rebecca, Laura, Kellie, Mary, Hannah, April
PRINCIPALS, please make sure your GUIDANCE COUNSELORS AND ENROLLMENT CLERKS see this email asap. With the employee turnovers throughout the year I may miss someone.
Hello everyone!
This email addresses all PowerSchool tasks due to be completed before the EOY Process begins: Scheduling (MS/HS) Incident entries Summer school grades The EOY Process is scheduled to begin Monday, June 30th at 6am and completed by the end of day Tuesday, July 1st. PowerSchool will be unavailable during this time.
The End of Year (EOY) Process closes out the current school year, graduates seniors, enrolls pre-registered students, and transfers all other active students to their next year School/Grade Level. That is unless their next grade is set to the same grade they were in during the 2024-25 school year, then they will be retained (see instructions below on how to verify these fields for accuracy).
IN PREPARATION FOR THE EOY PROCESS EACH SCHOOL IS RESPONSIBLE FOR THE FOLLOWING BY END OF DAY WEDNESDAY, JUNE 25th. This will give me Thursday to review all of the EOY prep before beginning the process Monday morning.
MIDDLE AND HIGH SCHOOLS
SCHEDULES: All middle and high school schedules must be committed in PowerScheduler. Once you have as much scheduling completed in PowerScheduler as possible you can commit the schedule by selecting the following from PowerScheduler.
CommitingSchedule.png
Remember: YOU WILL NO LONGER BE ABLE TO USE POWERSCHEDULER AFTER THE EOY PROCESS IS COMPLETE. Any changes made in PowerScheduler after the EOY process is complete will not update the students schedules in the new school year. After the EOY process is complete, you can continue to work with schedules on the LIVE SIDE of PowerSchool in the new school year.
ALL SCHOOLS
HISTORICAL GRADES: All final grades must be entered into Historical Grades prior to the EOY Process.
NEXT YEAR GRADE and NEXT SCHOOL INDICATOR: These fields are located in the Scheduling Settings page of each student record. They MUST be filled out for each student who was active at the end of the previous school year. Instructions are shared on how to do this at the beginning of each year so it should have already been taken care of. But, if you aren't familiar with the process, run the Student Searches for Scheduling Setup located on WIKI - Elementary Scheduling or WIKI - Middle/High Scheduling to check them for accuracy.
NOTE: As an added layer of accuracy, please cross reference student records that have the RETAINED field flagged on the Virginia General Info tab of the Compliance page. Currently, there are several students marked retained but on their Schedule Setup pages, the grade level is marked to be promoted to the next grade level. If this is not addressed the EOY Process will automatically promote them to the next grade level. For example, some of these students didn't graduate HS with their class, but the Next Year Grade is set to 99 (graduated grade level) on the Schedule Settings page and will automatically be moved to the Graduated School. Compare the Retained field with the Next Year Grade field located in the Courses and Programs > Scheduling Settings page. Copy this search into PowerSchool to find student records currently flagged to be retained, verify for accuracy, then update the fields accordingly using one of the three options below.
S_VA_STU_X.Retention_TF=1 If a student is set to repeat the same grade level next school year: The Retained field should be flagged YES and the Next Grade field should have the same grade level as the student was in during the previous school year. You can follow these instructions if you're not familiar with the process: Retained Students Knowledge Base If a student should be promoted to the next grade level next school year: The Retained field should be flagged to NO and the Next Grade field should show the grade level that the student will be in next school year. If a student successfully fulfills their requirements during summer school to be graduated or promoted to the next grade level: Change the Retained flag to NO and the Next Grade field to show the grade level the student will be in next school year.
IN DISTRICT SUMMER TRANSFERS: During the EOY Process, students transferring in district will be automatically moved from their current school to their new school as long as the student's Next School Indicator has been set properly by the enrollment clerk at the students 2024-25 school. If you have verified that a student is transferring to another school within the district you can enter that school number in the Next School Indicator field on the students Scheduling Settings page. Check current data for accuracy by copying the search below in PowerSchool. It will return all underclass students that do not have your school set as the next school. Next_School # xxxx;Grade_Level # xx - where xxxx is your state school number (see below) and xx is the highest grade level in your school. Example: For Damascus Middle use this search
NEXT_SCHOOL # 0040;GRADE_LEVEL # 08
ABINGDON ELEM. 1080 DAMASCUS MIDDLE 0040 ABINGDON HIGH 1030 GREENDALE ELEM. 0260 E. B. STANLEY MIDDLE 1110 HOLSTON HIGH 1060 HIGH POINT ELEM. 1070 GLADE SPRING MIDDLE 1090 JOHN S. BATTLE HIGH 1040 MEADOWVIEW ELEM. 0020 WALLACE MIDDLE 0620 PATRICK HENRY HIGH 1050 RHEA VALLEY ELEM. 0050 VALLEY INSTITUTE ELEM. 1020 WATAUGA ELEM. 0070
If anyone has any questions or concerns, please let us know. I hope you all are having a great summer! Thanks, Jennifer Jennifer Rhea, SIS Specialist
Hi everyone!
First, I sent an email earlier today to our in-house principals, scheduling, and enrollment clerks concerning the EOY Process I have scheduled for June 30 - July 1. I asked the principals to forward it if you weren't on the email list. If you did not receive it let me know and I'll add you and forward it to you.
Second, this email is a supplemental email to that one. There are a couple of awesome reports available in PowerSchool that will keep you from having to run all those different searches to check for next grade and next school errors. Each report gives you a list of the students that have missing or potentially inaccurate data on the students Scheduling Settings page that needs to be corrected before I perform the EOY process.
Run this report first…
PSCB DEV Reports > Validation (Setup Parameters) > Year End Setup Errors
Once you see the list of students, open another tab of PowerSchool and copy/paste the student number into the Start Page to access the students record and go to Courses and Programs > Scheduling Settings page and correct the errors (unless the student should be repeating the same grade next year as last year). Please note the following… If the student is a foreign exchange student that isn't returning next year, disregard the error and withdraw the student with an exit date of the day after the last day of the school year (5/24/25). Yes, that is a Saturday but it is ok for the exit date to be a non-school day. If you have gotten notice that one of your students is transferring to another school within our district, set the Next School to that school and DO NOT withdraw the student (the EOY Process will do it for you). Once you've made those corrections run the report below to review all students' Promote Status, Next Year Grade, and Next Year School.
PSCB DEV Reports > Validation (Setup Parameters) > Year End Setup Validation
When you get the list you can sort by column by clicking on the column heading to group potential errors together. For example, click on Promote Status. This will group student records that need to be verified as well as those that will be retained according to the current Next Year Grade. Let me know if you have any questions.
Thanks,
Jennifer
Jennifer Rhea, SIS Specialist
Washington County Schools
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