preparing for end of the school year powerschool year 2012 ......setups, click on f1 under...

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Preparing for End of the School Year

PowerSchool Year 2012-2013

The last day of 2012-2013 School Year for PowerSchool is July 14, 2013.

2013-2014 School Year begins on July 15, 2013.

Important things to do and remember:

Do these ASAP: 1. Check your dates for the end of Quarter 4 and adjust as needed. For attendance, check the

dates in “Years and Terms”. For grades, check the dates in “Final Grade Setups”.

2. Be sure that your calendar is set up correctly for the rest of the year including the month

of July or your year-end attendance totals will be incorrect.

Hint: On any calendar setup page, click the Verify # of school days in the current term

link at the bottom of the page to display a page showing every day for this school year

that is marked as an “in-session” school day for your school. Make any corrections

needed in your calendar.

3. Make sure your teachers have correctly set up their weighting for F1 (the end of year

average) in PowerTeacher Gradebook.

4. Make sure your teachers use the correct dates to enter their Final Exam (E2) grades.

5. Establish your “drop dead” date for grades in gradebooks for teachers. Be sure they

understand that you need to be informed of ANY grade changes they make after this date.

Do these BEFORE 7/14/2013: 6. Permanently store grades for the 4th quarter: THREE stores are necessary: Q4, E2, and

F1.

7. Issue report cards for Quarter 4.

8. Make any changes needed to historical grades AFTER you issue report cards, and print

corrected report cards as needed.

9. When you are confident the grades are correct, print the Permanent Record Labels

(CumFileLabels-Grd X (Axxxx): Grade X refers to the grade and (Axxxx) refers to the

label type).

10. Print your NJ Attendance Register reports for 2012-2013.

11. Transfer your 8th and 12th grade students out of the school. Use 7/14/2013 as their last

day. Be sure you fill in the transfer code information.

12. Transfer out any other students you know will be leaving the school. If they complete the

school year with you, use 7/14/2013 as their last day. Otherwise, use the day AFTER the

last day they actually attended.

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Do these either BEFORE 7/14/2013 or AFTER 7/15/2013: 13. For students who inform you they are leaving the school after school closes - if they leave

before 7/14, use 7/14 as the transfer date. If they leave ON or AFTER 7/15/2013, use the

actual date they inform you as the transfer date.

14. NEW STUDENTS: you can add students who will be starting with you for 2013-2014 at

any time. If you add new students before 7/15/2013, be sure to change the term (using the

Term link at the top right side of the page) to “13-14 2013-2014 School Year.” Use an

entry date ON or AFTER 7/15/2013.

REMEMBER: As of 7/15/2013, it’s officially NEXT YEAR.

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Check and Adjust Dates for the End of the Quarter

1. Check dates used for ATTENDANCE, and change as needed.

[Start Page] -> [Setup - School] -> [Scheduling - Years & Terms] -> [Edit Terms 2012-2013]

On the Term Setup page,

click on Quarter 4

On the Edit Term page,

change the Last Day of Term

to the last day that students

will be in school (i.e., the last

day you will be taking

attendance), then click

Submit. Don’t change

anything else on this page.

NOTE: Do NOT change the

dates for any other term.

Changes should only be made

to dates for the 4th Quarter. If

you notice that dates for other

terms are incorrect, please contact PowerSchool system administrator for assistance.

2. Check dates for GRADING, and change as needed. Check the dates for Q4 and E2. Please

note that if any dates are incorrect, your Quarter and Final Grades will not be calculated

correctly. For our examples below, we’ll assume that the last day of school for students was June

14.

[Start Page] -> [Setup - School] -> [Grading - Final Grade Setup]

On the Final Grade Setups

page, click on Q4 under 2012-

2013.

Click Here

Click

Here

Enter the LAST

DAY attendance

will be taken

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On the Edit Final Grade page,

adjust the Starting Date and

Ending Date as needed. The

Starting Date should be the

first day of the 4th Quarter, and

the Ending Date should be the

last day that students were in

school. These dates determine

which assignments in teacher

gradebooks will be included in

the Q4 average. Don’t change

anything else on this page. After

making any changes, click the

Submit button at the bottom of

the page.

NOTE: If you receive an error

when you click Submit, please

contact PowerSchool system

administrator for assistance, and skip the rest of this section.

Back on the Final Grade

Setups page, click on E2 under

2012-2013.

On the Edit Final Grade page,

the Starting Date should be the

DAY AFTER the last day of

school, and the Ending Date

can be any date AFTER the date

you set as the Starting Date.

When teachers enter their

grades for Final Exams, they

must use a date in this range for

the “Assignment Due Date” in

PowerTeacher gradebook, or

else the Exam grade will not be

averaged correctly into the Final

Average. In our example,

teachers should enter the dates

for Final Exams as either June

Enter the FIRST day

of the quarter

Enter the LAST day of the

quarter. Use the last day

students are in school.

Click Here

Enter the DAY AFTER the

date you entered as the ending

date for Q4 here.

Enter a date that is at least

one day AFTER the date

you entered above.

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15 or June 16 regardless of when they actually gave the exams. Don’t change anything else on

this page. After making any changes, click the Submit button at the bottom of the page.

Back on the Final Grade

Setups, click on F1 under

2012-2013.

On the Edit Final Grade

page, the Starting Date

should be the FIRST DAY of

school for 2012-2013, the

Ending Date should be June

30. Don’t change anything

else on this page. After

making any changes, click the

Submit button at the bottom

of the page.

Click Here

This date should be the FIRST DAY

students were in school for 2012-2013

This date should be 6/30/2013 even if

your school’s last day is a different date.

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Make sure your teachers have set up their weighting for F1 (the end

of year average) correctly in PowerTeacher Gradebook

This procedure insures that the Year Average for each subject (the F1 grade) is calculated

correctly. There are two “standard” formulae for calculating the F1 grade:

A. If MidYear and Final Exams are given: the F1 average is calculated by giving 20%

weight to each quarter grade (Q1, Q2, Q3, Q4) and 10% weight to each exam grade (E1,

E2). Note that exam grades must be assigned a “Due Date” in PowerTeacher Gradebook

that is not during the quarter, but is during the “exam period.” (Refer to the section on

setting dates for E2.)

B. If MidYear and Final Exams are NOT given: the F1 average is calculated by giving

25% weight to each quarter grade (Q1, Q2, Q3, Q4).

Special Note: In some schools, MidYear and Final Exams are given, but they are not

averaged separately - instead, they are included in the Q2 and Q4

averages. If this is the case, be sure that the teachers make the

PowerTeacher Gradebook “Due Date” for the exams a date that is “inside”

Q2 or Q4. If this is the case for your school, your teachers need to set their

F1 average calculation as described in B above.

These settings must be made by every teacher in PowerTeacher Gradebook for every class

regardless of whether or not final and mid-year exams are used.

1. Start PowerTeacher Gradebook in the normal way.

2. Select a class on the “Classes” menu.

3. After the class is opened, click Grade Setup icon at the top of the screen.

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4. In the Grade Setup screen be

sure that the line for F1 is selected.

In the lower half of the screen,

under the line that reads Calculate

F1 final grade using: click the

circle next to Term Weights.

In the Term Weights chart, click in

the Weight column and enter the

appropriate weight for each term

grade as described on the previous

page and below.

After you have entered the weights

for the term grades, click the Save

button at the bottom of the screen.

• If you gave mid-year and final exams in this class, the weight should be 20 each for Q1, Q2,

Q3 and Q4; the weight for E1 and E2 should be 10 each.

• If you DID NOT give mid-year and final exams in this class, the weight should be 25 each for

Q1, Q2, Q3 and Q4; the weight for E1 and E2 must be entered as 0.

5. Repeat steps 2, 3, and 4 for each class in your gradebook.

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Transferring Students At The End Of The Year

At the end of the school year, you need to transfer out your graduates, and any other students that

you know will not be returning in September. To transfer students:

[Start Page] -> Locate the Student -> [Enrollment - Functions] -> [Transfer Out of School]

On the Transfer Student Out page:

• For the Transfer comment,

enter any explanatory

information. (For 8th grade or

12th grade graduates, enter

“Graduated.”)

• For the Date of Transfer,

enter 7/14/2013 if the student

completed the school year with

you. If the student transfers

after 7/14/2013, enter the

actual date of transfer.

• For the Exit code, you must

select the transfer category

from the drop-down list. Note

that for 8th grade or 12th grade

students you should select the student’s post-graduation plans.

• Click the “Submit” button when you are done.

Remember that you can start transferring students out before the school year actually ends. As

long as you use a date in the future for the Date of transfer, the student will remain as an active

student in PowerSchool until that date, and then will be transferred out. We recommend using

the last day of the PowerSchool year (7/14/2013) as the transfer date for graduates and

students who will be leaving after the school year is over so that you will be able to print

report cards and permanent record labels for them.

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Enrolling New Students for Fall 2013

You can enroll new students who will be entering your school in the fall at any time. You just

need to be sure that the enrollment date you use is on or after 7/15/2013, which is the starting

date for the new school year.

SPECIAL CAUTION:

If you are enrolling a student who will start in the coming school year (2013-

2014) and the today’s date is BEFORE 7/15/2013 (the first day of the 2013-2014

PowerSchool year), you must first change the term from 2012-2013 to 2013-2014.

To do this, click the blue Term link towards the top right of the screen, and select

“13-14 2013-2014" from the list of available terms. After you are finished

enrolling the new student(s), be sure you change the term BACK to the current

term if you changed it.

To enroll new students:

[Start Page] -> [People]-> [Enroll New Student]

Fill in as much information as possible on the Enroll New Student page.

• Enter the student’s last, first and

middle names.

• Enter the student’s date of birth.

• DO NOT enter a Student Number

- the system will automatically

assign this.

• Leave Social Security Number

blank - in the interests of preventing

any possibility of Identity Theft, we

do not include Social Security

numbers in our database.

• For Phone number, enter the

student’s primary home telephone

number.

• For Enrollment date, enter any

date on or after 7/15/2013. Be

careful here: note that the system

assumes TODAY’s date as the

enrollment date. Please note that

entering a date that is before

7/15/2013 will cause the student to be enrolled for school year 2012-2013, and will cause

difficulties with their grade level assignment.

• For Entry Code, select E (Enrolled) for students who are new to the school.

• For Full-Time Equivalency, select Default Attendance Group

• For Grade Level, select the grade the student will be in as of September 2013.

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• Leave Track empty.

• If you know the Public School District in which the student resides, PLEASE select it from the

drop-down list next to District of Residence. (Entering this information now will save you time

later.)

• You do not need to select anything for Fee Exemption Status.

The lower part of the screen is used to match up new students with their siblings who may

already be enrolled.

• If you do NOT want to match the student to an existing family, click in the circle next to Enroll

without Linking or Copying Information

• If you want to match the student to another family member, click the circle next to Search For

Family Members to Link to and Copy Information from

The new student will be matched based on their last name, and any other information you enter

in the boxes in this section of the screen.

To proceed, click the Submit button.

PowerSchool checks for duplicate student entries. If it finds a possible match, even from a

different school, you will see the Check for Duplicate Students screen. Normally, you should

just click the Enroll button, unless the student shown on the screen is an exact match. If the

student is an exact match, please check with PowerSchool system administrator for further

instructions - do not proceed with enrolling the student.

If you selected the “Link” option on the Enroll New Student screen, you will see a screen

showing students who matched all or some of the search criteria and may possibly be family

members of the current student. To use one of the listed students as a source to copy

demographic, guardian and emergency contact information from, click the "Copy" circle above

that student. To establish a family link between the student enrolled and any of the students

shown on the screen, check the "Link" checkbox. The system will establish a link between them

and keep their common family information synchronized.

When you are ready to finalize the student’s enrollment, click the Submit button at the bottom of

the screen.

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Creating the New Jersey State Attendance Register

Although all of your student attendance records are maintained in PowerSchool, it is a good

practice to maintain an archival paper copy of your school attendance register. PowerSchool can

be used to create the attendance register.

NOTE: Before creating the attendance register, please be sure that any necessary corrections

have been made to individual student attendance records.

It is possible to run the attendance register report for the entire school at once, but because of the

length of time involved in processing the report, we recommend running the report for one grade

level at a time.

To create and print the attendance register:

[Start Page] ->[Reports - System Reports] ->Click on the [State] tab -> [New Jersey State

Attendance Reports - NJ School Attendance Register]

The entire top portion of the NJ School Attendance Register screen are directions for using the

report, most of which do not apply to the type of attendance register we need to keep as

nonpublic schools. Instead, scroll down the page to just below the Comments section, and

complete the form as described and shown below.

Use: Leave this set to

“Default”

Students to include: click

in the circle next

to “All students”

Processing Options: leave

set as “In

Background Now”

Include Students from . . .

: Select the grade level for

the students you selected at

the start of the process, or

click the All Grades

checkbox to include all

students in the report.

Students will be grouped

by grade in the report, and

the last page will

show subtotals by grade.

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Do not make any selections

in the Special Programs

sections.

Do not make any selections

in the Districts of Residence

or Tuition Codes sections.

Choose the Month and Year to report..choose the month

and year for which you would

like to run the Attendance

Register.

Leave the Map Unique

Attendance Codes

section blank.

In the Additional

Attendance Options

section, select the option to

Display New PTC Codes, and

check the box for Include

Tardy codes. For “Number of Attendance Code characters to print” select 2 from the drop-down

list. Leave the other options in this section set to No.

Click the Submit button. You will now see the regular Report Queue - My Jobs screen. As

with any report, click on Refresh to see if the report is finished. Note that, depending on the size

of the class, this report may take a minute or two to complete. Once the report is finished, click

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View to see the completed register. We recommend saving the pdf file so that you can print

additional copies if needed.

IF YOU SEE AN ERROR MESSAGE WHEN YOU TRY TO VIEW THE COMPLETED

REPORT: Sometimes you may see an error message when you try to view the completed report

– it may say “The result file could not be found on the server.” This indicates that your

attendance records need to be “cleaned up” before the register report can run. If this happens to

you, follow the procedure below and then run the attendance register report again.

Refreshing Daily Attendance Information

Every night, PowerSchool refreshes information in student records to indicate their current

attendance information. At times, you may need to perform this operation manually, especially

before running attendance reports that contain a great deal of detail, such as attendance registers.

To refresh the daily attendance information:

[Start Page]->[Functions: Special Functions]->Click on Attendance Functions

On the Attendance Functions page, click on Refresh Premier Attendance Views Data

Fill in the report information as follows:

Students to include :

click the circle next to

All Students

Begin Date and

Ending Date should be

the first and last date of

the PowerSchool year -

7/15/2012 and

7/14/2013.

Processing Options

select In Background

Now

Click Submit.

You will now see the regular Report Queue - My Jobs screen. As with any report, click on

Refresh to see if the report is finished. Note that, depending on the size of your school, this

report may take a minute or two to complete. Once the report is finished, click View. The report

may simply say that the process was completed, or it may list one or more students with

attendance record problems. If any students are listed, you should call the PowerSchool system

administrator for assistance in correcting the students’ attendance records.

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