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--- powerschool:powerschool:pre_eoyprocess [2016/10/17 14:42]
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+++ powerschool:powerschool:pre_eoyprocess [2025/06/16 15:25] (current)
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@@ Line 1: / Line 1: @@
-From: Jennifer Rhea <jrhea@wcs.k12.va.us>
+Jennifer Rhea
-Date: Wed, Jun 15, 2016 at 1:26 PM
+Jun 1, 2023, 2:51 PM
-Subject: [Technology] [PS] PowerSchool End of Year Process - 2015-16
+to principals, etc.
-To: PowerSchool Listserv <powerschool@lists.wcs.k12.va.us>
+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.
-PRINCIPALS, please make sure that your guidance counselors and enrollment clerks see this before June 27, 2016!
+Hello everyone!
-Summer is here and we're buzzing around like little bees in the Office of Information Systems.  Next up on the agenda is the PowerSchool End of Year (EOY) Process.  This process closes out the current school year, graduates seniors, and transfers all other active students to their next year Schools/Grade Levels.
+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.
-The End of Year process is scheduled to begin on June 28.  During this time it will be unavailable for a couple of days at least.
+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 FOLLOW BEFORE June 27th.
+IN PREPARATION FOR THE EOY PROCESS EACH SCHOOL IS RESPONSIBLE FOR THE FOLLOWING BEFORE  Thursday, June 29th.
-SCHEDULES:  In preparation for the End of Year process, all middle and high school schedules must be committed.  After the End of Year process, you can continue to work with schedules on the live side of PowerSchool.  YOU WILL NO LONGER BE ABLE TO USE POWERSCHEDULER AFTER THE EOY PROCESS IS COMPLETE.  The simplest way to check to see if the EOY Process has been completed is to go to the Transfer Info page and see if a  returning student has a 2016-17 enrollment record.
+MIDDLE AND HIGH
-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 have shared instructions on how to  do this throughout the years so it should have already been taken care of.  But, if you aren't familiar with this process or are unsure how to do it let me (Abingdon/Glade area) or Lisa (Bristol/Damascus area) know.  I will be sending out an email with potential errors closer to the deadline.
+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.
-IN DISTRICT SUMMER TRANSFERS:  During the End of Year 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 2015-16 school.
+EVERYONE:
-OUT OF DISTRICT SUMMER TRANSFERS: Refrain from transferring students before the End of Year Process. If the students remain active, the grade level will be promoted automatically. The student can then show as a No Show record in the fall.
+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.  [[powerschool:powerschool:retained|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
+: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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