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--- powerschool:powerschool:principalsmonthlyreport [2014/10/31 10:07]
lokes
+++ powerschool:powerschool:principalsmonthlyreport [2024/04/29 14:06] (current)
lokes
@@ Line 3: / Line 3: @@
-**Date Due:** The Principal's Monthly report is due the **last day** of the month that school is in session.
+**Date Due:** The Principal's Monthly report is due the **last day** of each month while school is in session.
-**Time:** Reports should be run no earlier than **1:00 PM** on the day the report is due.  (Students may enroll in your school after you have submitted the report.  This should eliminate having to re-submit the report after students are enrolled.)
+**Time:** Reports should be run by **10:00 AM** on the day the report is due.  (Students may enroll in your school after you have submitted the report.  This should eliminate having to re-submit the report after students are enrolled.)
-               *                //(Reports should be submitted by 3:30 PM to my office, until further notice)//
 **Distribution of Report:**
@@ Line 17: / Line 16: @@
 **__Instructions for Running Reports__**
-On the PowerSchool start page, select** Enrollment Summary**.  This will give you enrollment data
+On the PowerSchool start page, select** Enrollment Summary**.  Then select the //View//: **Federal Ethnicity and Race**. This will give you enrollment data
 for the current day.  You will use this report to compare your membership on the Principal's
-monthly report (line 14 in the Principal's report should match the number in your enrollment
+monthly report.  The total of line 14 in the Principal's report should match the number in your enrollment
-summary).  Please do not submit the report unless the numbers match.
+summary.  Note that when comparing line 14 you must add the totals for all columns as it lists some grades separately.  Please do not submit the report unless the numbers match.
 {{:powerschool:reports:enrollsummary.png?800|screenshot enrollment summary}}
@@ Line 30: / Line 29: @@
 After running the **Enrollment Summary**, go to **System Reports**, select the **State tab**, and under
-**Virginia State Reports** select **Principal's Report to Superintendent**.
+**Local Division Reporting** select **Principal's Report to the Superintendent**.
-{{:powerschool:reports:principalreport.png?600|screen shot state report selection}}
+{{:powerschool:reports:principalreport042616.png?800|screen shot state report selection}}
-{{:powerschool:reports:principaldate.png?400|set dates for report}}
+{{:powerschool:reports:principalreportparameters.png?600|set parameters for report}}
-    Be sure the right dates are selected before submitting the report
+    Be sure the right parameters are selected before submitting the report
-    First Day of Calendar (Enter 1st day that calendar starts for the current school year):*_ _/_ _/_ _
+    Select Schools* (Select your school only)
-    Report Start Date (Enter 1st day of month that school is in session)  *_ _/_ _/_ _
+    Students to Include* (All Students)
-    Report Start Date (Enter last day of month that school is in session)  *_ _/_ _/_ _
+    Select School Year* (Current)
+    Reporting Month End Date (Enter the last day of the month that school is in session)* MM/DD/YYYY
+    Use Student Percent Apportionment to calculate Attendance/Membership (line 7-9)? (Select No)
+    Include No Show students... (Select No)
+    Do you want to treat 8th graders as Elementary... (Select No)
+    Do you want to treat PreKindergarten as Elementary... (Select No)
+    Sort Student Detail By:* (Select Grade Level)
+    Do no enable Trace Options
     Submit
@@ Line 57: / Line 64: @@
 **__Instructions for Troubleshooting Reports__**
-If the report total numbers don't match, the Enrollment Clerk needs to look through the past month changes. Examine each student that was newly enrolled, transferred, or withdrawn since the last report. More than likely an Exit Code is missing or something simple.
+If the report totals do not match, the Enrollment Clerk should look through the past month changes. Examine each student that was newly enrolled, transferred, or withdrawn since the last report. More than likely a student doesn't have a schedule, an Entry or Exit Code is missing or it could be that the VA Grade Level Code is not accurate for a PK, KG or Post Graduate student. That field is located in the Virginia State Information section of a student's Edit Current Enrollment page.
+You can also run the following searches before or after running the Principal's Monthly Report to find potential issues.  If the search results in a student list go to their Transfer Info page to correct the errors.
+Adjust the start date of the current school year. For example entrydate = 8/9/2023 for these searches:
+  * To find active student enrollment record marked to exclude from state reporting: **S_VA_STU_X.ExcludeEnrollment = 1**
+  * To find active student record(s) missing an entry code: **/entrydate >= 8/9/2023;entrycode =**
+  * To find inactive student record(s) missing an entry code: **/entrydate >= 8/9/2023;entrycode=;exitdate#8/9/23**
+  * To find inactive student record(s) missing an exit code: **/enroll_status#;entrydate >= 8/9/2023;exitcode=**
+  * To find 2023 currently or previously enrolled student record(s) marked to exclude from state reporting (this field is located in the State/Province-VA page): **/EntryDate >= 8/9/2023;ExitDate > 8/9/2023;State_ExcludeFromReporting = Y**
 If you still can't find the discrepancy, partner up to find the missing students. Run the Enrollment Summary and take the Principal's Monthly Report student list to compare the names. One of you will need to read off each individual student side-by-side to see who is missing from the other report.
-**//Regarding any questions concerning the attendance reports please call Karen at 739-3066.//**
+**//Contact Karen Gilbert at X3066 once you've exhausted all efforts to match the report totals or if you have any other questions concerning the attendance reports.//**

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