PowerSchool SIS Initial Product Training

[Pages:119]PowerSchool SIS

Initial Product Training

PowerSchool Student Information System

Contents Initial Product Training .............................................................................................. 5

Getting Started ...................................................................................................... 5 The PowerSchool SIS Start Page .............................................................................. 5 Searching for Students .............................................................................................. 8 Start Page Basic Searches ....................................................................................... 8 Searching by Last Name or Student Number .............................................................. 8 Using Smart Search................................................................................................ 9 Creating Search Commands..................................................................................... 9

Inactive Students or Staff ................................................................................... 11 Select By Hand ................................................................................................. 12 Using Compound Searches .................................................................................... 12 Using Search Codes ........................................................................................... 12 Understanding Student Pages ................................................................................ 14 Using Group Functions .......................................................................................... 19 Performing Advanced Searches for Students and Staff .............................................. 21 Creating Stored Searches ................................................................................... 21 Creating Stored Selections.................................................................................. 21 Search Using the Enrollment Summary ................................................................ 22 Search Using the Master Schedule or Teacher Schedules ........................................ 22 Special Functions Searches ................................................................................. 22 Search Using the Staff Directory.......................................................................... 23 Search Contacts Associated with Students ............................................................ 23 Running the Class Roster Report ......................................................................... 23 Student School Enrollments...................................................................................... 25 Enrolling Students ................................................................................................ 25 Enrolling New Students ...................................................................................... 25 Re-enrolling a Student ....................................................................................... 27 Entering Student Information ................................................................................ 28 Student Contacts ................................................................................................. 28 Contacts Search ................................................................................................ 28 Contact Details ................................................................................................. 29 Web Account Access .......................................................................................... 30 New Contact Entry............................................................................................. 30 Contacts Student Page ....................................................................................... 32 Consolidate Contacts ......................................................................................... 32

Student Contact Data ........................................................................................ 33 Transferring Students Out of School ....................................................................... 35

Transferring a Student to Another School in Your District ........................................ 36 Family Management ............................................................................................. 37

Family Match .................................................................................................... 37 Family Reps...................................................................................................... 38 Student Class Enrollments ....................................................................................... 39 Adding Courses.................................................................................................... 39 Searching Available Classes ................................................................................ 39 Entering Course Numbers ................................................................................... 39 Dropping Courses................................................................................................. 40 Dropping All Courses ......................................................................................... 40 Dropping One Course ......................................................................................... 40 Use Automated Scheduling .................................................................................... 41 Manually Schedule Students ............................................................................... 41 Mass Enroll Students in a Class .............................................................................. 41 Mass Drop Students from a Class ........................................................................... 42 Student Attendance ................................................................................................ 44 View Student Attendance Pages ............................................................................. 44 Update Attendance for Students............................................................................. 44 Update Attendance for the Current Week .............................................................. 45 Update Attendance for Future Dates .................................................................... 46 Update Attendance for Multiple Days .................................................................... 46 Update Attendance for a Group of Students .......................................................... 47 Update Attendance for Students in One Class ........................................................ 47 Attendance Management ......................................................................................... 49 Find Teachers Who Have Not Taken Attendance ....................................................... 49 View the Teacher Attendance Submission Status Page............................................ 50 Run the PowerTeacher Attendance Report............................................................. 50 Attendance Reports and Verification ....................................................................... 51 Absentee.......................................................................................................... 51 Period Attendance Verification ............................................................................. 52 Weekly Attendance Summary ............................................................................. 52 Search by Grades/Attendance ............................................................................. 53 Student Behavior and Discipline ................................................................................ 55 Using Log Entries ................................................................................................. 55

Searching Log Entries ........................................................................................ 56 Reporting Log Entry Discipline ............................................................................. 56 Using Incident Management .................................................................................. 56 Reporting Incident Management Entries ............................................................... 58 Understand Grade Functionality ................................................................................ 59 Current and Historical Grades ................................................................................ 59 Storing Grades .................................................................................................... 59 Grade Point Averages (GPAs)................................................................................. 61 GPA Calculation Methods .................................................................................... 61 Honor Roll ........................................................................................................... 62 Class Ranking ...................................................................................................... 65 Cumulative Info Page ........................................................................................... 65 Enter and Update Historical Grades ........................................................................... 67 Single Historical Grade Entries ............................................................................ 67 Multiple Historical Grade Entries .......................................................................... 68 Change a Historical Grade .................................................................................. 69 Search for Students Who Are at Risk of Failing ......................................................... 70 Using the At Risk Students Dashboard.................................................................. 70 Manage Student Activity Eligibility ............................................................................. 72 Searching by Current or Historical GPAs .................................................................. 72 Using the List Students Report ............................................................................ 73 SIS Management Cycle ............................................................................................ 76 Regulatory Compliance Preparation ........................................................................ 76 End of Term Process ............................................................................................. 77 Completing the End of Term Process .................................................................... 77 The Final Grade Deadline.................................................................................... 78 Locking Reporting Terms .................................................................................... 78 Checking for Grades .......................................................................................... 80 Determine Teacher Readiness ............................................................................. 80 Storing Grades and Honor Roll ............................................................................ 81 Honor Roll ........................................................................................................ 83 Scheduling Preparation ......................................................................................... 83 Using PowerScheduler........................................................................................ 84 Filter Classes .................................................................................................... 85 Automated Scheduling ....................................................................................... 86 Manual Scheduling ............................................................................................ 86

Mass Enroll ....................................................................................................... 87 Drop a Class ..................................................................................................... 87 Student Pre-registration........................................................................................ 88 Summer School and Remote Enrollments ................................................................ 88 Enroll in Remote Schools and Summer Schools...................................................... 89 Mass Enrolling Students in Remote and Summer Schools ........................................ 89 Search for Remote Students ............................................................................... 90 End of Year Process .............................................................................................. 90 End of Year Preparation...................................................................................... 91 Prepare Student Records .................................................................................... 91 Retain or Demote Students ................................................................................. 92 Initiate End of Year............................................................................................ 92 Run EOY .......................................................................................................... 93 Start of Year Process ............................................................................................ 93 District Setup.................................................................................................... 94 Code Sets ........................................................................................................ 94 School Setup .................................................................................................... 96 Grading Settings ............................................................................................... 97 Student Data and Enrollments............................................................................. 98 Additional System Reports ..................................................................................... 100 Grades and Gradebook Reports ............................................................................ 100 Membership and Enrollment Reports ..................................................................... 100 Student Listings Reports ..................................................................................... 102 Regulatory Compliance Reports............................................................................ 102 Custom Reports .................................................................................................... 103 Creating Form Letters ......................................................................................... 103 Using HTML Tags on a Custom Report ................................................................ 104 Using PowerSchool SIS Fields and Data Codes on a Custom Report ........................ 104 Printing Custom Reports................................................................................... 105 Creating Mailing Labels ....................................................................................... 106 PowerSchool SIS Security ...................................................................................... 107 Adding Security Groups ...................................................................................... 108 Filtering and Copying Groups ............................................................................... 108 Setting Page Permissions .................................................................................... 108 Roles Administration........................................................................................... 108 Setting Up User Access Roles ............................................................................ 108

Adding Co-Teaching Roles ................................................................................ 110 Staff Security .................................................................................................... 111

Configuring Teacher and Affiliation Settings ........................................................ 111 Configuring Admin Access and Roles Settings ...................................................... 112 Configuring Application Access .......................................................................... 112 Assigning Substitute Passwords ......................................................................... 112 Direct Database Export and Access.......................................................................... 113 Conducting a DDE Search ................................................................................. 113 Modifying Records ........................................................................................... 114 Additional Training Opportunities ............................................................................ 117

Initial Product Training

Initial Product Training

Getting Started

Welcome to PowerSchool's Student Information System (SIS)! Use PowerSchool SIS to access and maintain your student, staff, and schedule information. The PowerSchool SIS is a relational database application that runs on one or more servers. Use PowerSchool SIS to facilitate student information management and communication among school administrators, teachers, parents, and students.

To sign in to PowerSchool SIS, you need the following information from your PowerSchool SIS administrator:

? The address of your PowerSchool SIS server ? Your username and password Most school staff will either be categorized as an administrative user or a teacher user. In this document, you'll learn about PowerSchool SIS from the perspective of an administrative user. Begin by signing in to PowerSchool SIS: 1. Open a web browser, and enter the address of your PowerSchool SIS server followed

by /admin 2. Enter your username and password 3. Click Sign In

The PowerSchool SIS Start Page

The PowerSchool SIS Start Page consists of four areas: header, navigation toolbar, main menu, and main page. The header includes the PowerSchool SIS logo, the name of the staff member associated with the sign-in credentials, a link to the Help menu, and a link to sign out of the system.

Copyright ? 2019 PowerSchool Group, LLC or its affiliates. All rights reserved.

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Initial Product Training

The navigation toolbar includes the School menu, the Term menu, the navigation path, and navigation buttons. Use the School menu to switch between the schools that you have access to and the district office if you have district-level access. Use the Term menu to change scheduling terms. Use the main page area of the Start Page to conduct student, staff, and contact searches. You can also preview what features were recently added to your version of PowerSchool SIS in the What's New section. Use the links in the main menu of the Start Page to access other PowerSchool SIS features. The main menu is separated into sections that group similar tasks together.

In the header area, click the PowerSchool SIS logo to return to the Start Page from other pages within PowerSchool SIS. Also contained within the header section is the PowerSchool SIS Help menu. Click Help to access system help and state reporting help such as definitions, explanations, how-to steps, and videos related to the content that you are viewing. The system Help menu contains topic index, alphabetical index, search, and video tabs. Open the Help menu from any page in PowerSchool to view information about the current page.

Copyright ? 2019 PowerSchool Group, LLC or its affiliates. All rights reserved.

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