PowerSchool

Initial Training Workbook

Table of Contents

1      Session 1 Introduction to PowerSchool. 5

1.1        Session Goal 5

1.2        Objectives. 5

1.3        Key Learning Concepts. 5

1.4        What is PowerSchool?. 6

1.5        Getting Started. 7

1.5.1          The PowerSchool Start Page. 7

1.6        Searching for Students. 8

1.6.1          Browse Students. 8

1.6.2          Search by Last Name or Student Number 8

Search for a Student 8

1.6.3          Search for an Inactive Student 8

1.6.4          Search for All Active Students. 9

1.6.5          Search for All Active Or Inactive Students. 9

1.6.6          Search for Students by Grade Level 9

1.6.7          Search for Students by Gender 9

1.6.8          Search for Students by Other Fields. 9

3.1.1          Using Advanced Search options. 12

3.1.2          Search Commands - Introducing field names. 12

3.1.3          Use a Search Command. 14

3.1.4          Compound Searches. 14

3.1.5          Search for Inactive Students. 14

3.2        Working with Individual Students. 15

4      Session 2 Working With Groups of Students. 20

4.1        Session Goal 20

4.2        Objectives. 20

4.3        Key Learning Concepts. 20

4.4        Searching for Groups of Students. 21

4.5        Using Group Functions. 21

4.6        SQLReports. 22

4.7        Enrolling and Withdrawing Students. 23

4.7.1          Enrolling a New Student 23

4.7.2          Transferring Students Out 24

4.7.3          Re-enrolling a Student 25

4.7.4     Transferring a Student to Another School in Your District 25

5      Session 3 Attendance Process and PowerSchool Reports. 26

5.1        Session Goal 26

5.2        Objectives. 26

5.3        Key Learning Concepts. 26

5.4        Managing Student Attendance. 27

5.5        Processing Student Attendance. 27

5.6        Add/Edit Attendance Codes for School 28

5.6.1          The Absentee Report 29

5.6.2          Update Student Attendance. 30

5.6.3          Enter Future Attendance. 30

5.7        Substitute Teacher Attendance. 30

5.7.1          A) Print Rosters. 30

5.7.2          B) Substitute Teachers Login. 33

5.8        Attendance Management Reports. 33

5.9        Teacher Attendance Submission Status. 34

5.10      Using PowerSchool Reports. 35

5.10.1        Attendance Reports. 35

5.10.2        Grades and Gradebook Reports. 37

5.10.3        Membership and Enrolment Reports. 39

5.10.4        Statistics Report 40

5.10.5        Student Listings Reports. 41

5.11      Using the Daily Bulletin. 41

5.11.1        Creating a New Bulletin Item.. 41

5.11.2        Editing or Deleting an Existing Bulletin Item.. 42

5.11.3        Viewing the Daily Bulletin. 42

6      Session 4 End-of-Term Process and Customized Reports. 43

6.1        Session Goal 43

6.2        Objectives. 43

6.3        Key Learning Concepts. 43

6.4        FreshDesk. 43

6.5        Completing the End-of-Term Process. 45

6.5.1          Step One: Set a Final Grade Deadline. 45

6.5.2          Step Two: Run the Student Schedule Listing Report 45

6.5.3          Step Three: Print Grade Verification Reports. 49

6.5.4          Step Four: Permanently Store Grades. 52

6.5.5          Step Five: Calculate and Print the Honour Roll 62

6.5.6          Step Six: Printing Report Cards. 63

7      Session 5 Student Registration (AUG-SEP) 65

7.1        INTRODUCTION.. 65

7.2        GET STARTED.. 65

7.2.1          HOW DO I INSERT DUE DATES INTO POWERSCHOOL FORMS?. 66

7.3        CONDUCT REGISTRATION FOR RETURNING STUDENTS. 67

7.3.1          Using the RETURNING Student Enrolment Resources. 68

7.4        CONDUCT REGISTRATION FOR NEW STUDENTS. 77

7.4.1          The PowerSchool Enrolment Checklist Guide. 78

7.4.2          INTRODUCTION.. 79

7.4.3          KEY DEFINITIONS. 79

7.4.4          PRE-APPROVING STUDENTS FOR REGISTRATION.. 80

7.4.5          FINALIZING ENROLMENT. 80

7.4.6          LOCATING AND ACCESSING THE CHECKLIST. 81

7.4.7          Adding a New Checklist 82

7.4.8          Viewing an Existing Checklist 83

7.4.9          Deleting an Existing Checklist 84

7.4.10        UNDERSTANDING THE “ENROLMENT STATUS BAR”. 85

7.4.11        Understanding the Checklist Sections. 86

7.4.12        Using the Checklist Sections. 87

7.4.13        USING SECTION “NOTES”. 90

7.5        UNDERSTANDING & USING THE “PRE-ENROLLED STUDENTS” REPORT. 91

Using the Report 91

7.6        UNDERSTANDING & USING THE “ENROLMENT STATUS TRACKING” REPORT  93

7.6.1          Using the Report 93

7.7        ENROLMENT CHECKLIST FAQ’S. 95

7.7.1          What is the purpose of the “Notice of Acceptance” and where can I find it?  95

7.7.2          What is the purpose of the “Notice of Declined Enrolment” and where can I find it?. 95

7.7.3          More articles. 95

7.8        CONDUCT ADDITIONAL ENROLMENT ACTIVITIES. 96

7.9        PROCESS REGISTRATION DATA AND FINALIZE ENROLMENTS. 97

In this session, you will learn to access all parts of PowerSchool Student Information System (SIS). You will also learn to navigate PowerSchool and be able to use different methods to search for students, and then work with individual students.

At the end of this session, you will be able to:

• Navigate PowerSchool.
• Search for students using Browse Students links, last names, student numbers, search commands, and stored searches.
• Use student pages to enter and track information for individual students.

Introduction to PowerSchool

• Administrators
• Teachers
• Substitutes
• Parents and Students
• Using the PowerSchool Start Page
• Navigation Bar
• Main Menu
• Searching for Students
• Browse students
• Last name or student number
• Search commands
• Multiple searches
• Inactive students
• Stored searches
• Working with Individual Students
• Introduction to student pages
• Information
• Academics
• Administration
• Enrolment
• Scheduling

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Welcome to PowerSchool! PowerSchool helps you access and maintain your student, staff, and schedule information. PowerSchool is a database application that runs on a server, which is the centre of your student information system. PowerSchool uses the Internet to facilitate student information management and communication among school administrators, teachers, parents, and students.

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     Live Site:                                                                                                                                    Live Site:

     Powerschool.churchofjesuschrist.org/admin                                                                  Powerschool churchofjesuschrist.org/teachers

 Powerschool.churchofjesuschrist.org/subs                                                                     Powerschool. churchofjesuschrist.org/public

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

• The address of your PowerSchool server
• Your username and password

Log in to PowerSchool as an administrative staff member:

1. Open a web browser, such as Chrome or Edge, and enter the address of your PowerSchool server followed by /admin in the Address field. (EG: PowerSchool.ldschurch.org/admin)
2. Enter your username, press Tab, and enter your password.
3. Press Enter or click Sign In.

The PowerSchool start page consists of three areas: Navigation Bar, Main Menu, and Search Students.

The Navigation Bar includes access to three important functions: Report Queue, Logout, and Online Help.

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Use the Search Students area to search for an individual student or groups of students. There are several ways to search for students in PowerSchool. 

Click one of the Browse Students links to execute specific, single-criteria searches. Using Browse Students links, you can search for students by:

• First letter of the student’s last name (Click on the first letter of the students last name)
• Grade level (Click on the number of the year level)
• Gender (Click on M or F)
• Current enrolment (Click on All)
• First letter of First name (Click on the first letter of students first name)
• Current selection

Search for a Student

1. On the start page, enter in the Student Search field the last name or school identification number of a student whose record you want to review.
    Alternatively, enter just the first few letters of the student's last name. Keep in mind that this may produce more results.
2. Click the Search icon. If you search for a student who has a unique last name, the search displays the one record it finds. If you search for a student who has a common last name, a list of student records appears in the Current Student Selection section.
3. Click the name of the student whose record you want to review.

   1. Search for an Inactive Student

Use PowerSchool to search for the records of any student who has ever enrolled in your school. You can view the record of a student who has transferred to a new school, dropped out, or otherwise left your school.

1. On the start page, enter a forward slash (/) followed by the first few letters of the last name of the student whose record you want to review in the Student Search field.
2. Click the Search icon. A list of all active and inactive student records whose names start with those letters appears in the Current Student Selection section.
   Notice the number of students on the list. To verify that this list includes active as well as inactive students, return to the start page and redo the search without the slash (/) before the last name. Fewer names on the resulting list appear if there are any inactive students, since the list includes only active students.
3. Click the name of the student whose record you want to review. 

This is the easiest search, but it also produces the largest number of results.

1. On the start page, click All.
    Depending on the number of students at your school, it can take a while to produce the list of students. The list displays the names of all students at your school and a number (in parentheses) at the top of the list. This number indicates how many records were returned by the search.
2. Click the [Select Action] arrow and choose an action from Group Functions.
    

   1. Search for All Active Or Inactive Students

Use PowerSchool to search for the records of any student who has ever enrolled in your school. You can view the record of a student who has transferred to a new school, dropped out, or otherwise left your school.

1. On the start page, enter a forward slash (/) in the Search Students field.
2. Click the Search icon.
    Depending on the number of students at your school, it can take a while to produce the list of students. The list displays the names of all students at your school and a number (in parentheses) at the top of the list. This number indicates how many records were returned by the search.
3. Click the [Select Action] arrow and choose an action from Group Functions.

   1. Search for Students by Grade Level

4. On the start page, click a number to search by grade level.
   Alternatively, use the field name to search. In this case, enter grade_level= followed by the grade number in the Search Students field. This is helpful for when you want to search by criteria in addition to grade level.
5. Click the [Select Action] arrow and choose an action from Group Functions.

   1. Search for Students by Gender

6. On the start page, click M to search for males or F to search for females.
   Alternatively, use the field name to search. In this case, enter gender=m or gender=f in the Search Students field.
7. Click the [Select Action] arrow and choose an action from Group Functions.

   1. Search for Students by Other Fields

Like many other applications, PowerSchool stores data in fields. A field is a unit of information defined by your PowerSchool administrator. PowerSchool comes with a set of standard fields used by all schools, but your school can add other fields that are particular to your needs. Additionally, fields are added to the field list with new versions of PowerSchool. Click to display a list of all student-related fields stored in your school's PowerSchool database.

If the Advanced checkbox is selected, the ampersand (&) and plus ( + ) comparators do not function. You can use the Add button in place of the plus ( + ) comparator and the Within button in place of the ampersand (&) comparator.

1. On the start page, click View Field List. 
2. To narrow the list of fields, enter one or more search terms in the Filter field. Otherwise, leave blank.
3. Click the field you want to add. The Field List pop-up closes, and the selected field appears in the Search Student field.
4. Enter a field operator and value after the field in the Search Student field.
5. Click the Search icon.
    If you search for a student who has a value for a field matching no other student's value, the search displays the one record it finds.
6. Click the [Select Action] arrow and choose an action from Group Functions.

1. Search for Students by Student Search Code

Student Search Codes are available in the View Fields List window. These search codes can be used to target specific groups of students. They can be used individually to search for students, or they can be combined with other search codes or with fields from the field list. 

If the Advanced checkbox is selected, the ampersand (&) and plus ( + ) comparators do not function. You can use the Add button in place of the plus ( + ) comparator and the Within button in place of the ampersand (&) comparator.

1. On the start page, click View Field List.
2. Enter an asterisk ( * ) in the Filter field.
3. Click the field you want to add. The Field List pop-up closes, and the selected field appears in the Search Student field.
4. Enter a field operator and value after the field in the Search Student field.
5. Click the Search icon.
    Smart Search does not work with Student Search Codes.

1. Select Students by Hand

1. On the start page, select the group of students using a search method. 
2. Click Select By Hand to narrow the group of students even further.
3. Do one or more of the following:
   
    
   1.  
      • Select the checkbox in the header row to select all students.
      • Deselect the checkbox in the header row to deselect all students.
      • Select the checkbox next to each student you want to work with.
      • Deselect the checkbox next to each student you do not want to work with.
        Note: Your checkbox selections are retained as you navigate through the different pages of the search results.
4. Click Update Selection.
5. Click the [Select Action] arrow and choose an action from Group Functions.

Each student in your system has been assigned a unique student number. You can search for a student using this number. This is most often only used by the fees personal when searching for a student by account/student number. If you enter any letters in the Search Students field, PowerSchool automatically searches last names; if you enter numbers, PowerSchool searches student numbers.

You can search using a combination of the quick browse links.

Example:

Find all students who are in year 7 and year 8.

1. Click on the Advanced tick box. (Right of the Search icon on the student search row)
   
2. Select all year 7 students by clicking on the 7. Keep an eye on the selected numbers to validate the process is performing correctly.
3. You will now have two sections below the search row. A section for the search results and a section for the Current student selection.
4. Move the search results (the year 7 students) to the current selection by clicking on SET button
5. Both sections are now the same.
6. Now search for the year 8 students by clicking on the 8.
7. We want to ADD these year 8 students to the current selection. Click the ADD button.
8. The current selection now has both year 7 and 8 students.

This could also have been achieved by selecting ALL students and SUBTRACTing the year 9 students if we are working with a school that only has year 7 to 9.

Example:

Find all males students in year 9

1. Turn on advanced
2. Select all the year 9 students
3. Click on Set to make the year 9 student current
4. Select all the male students
5. Click on the WITHIN button to find all the students in both selections.
6. The current selection is now the male year 9 students.

Data on a student is stored in a record which can be divided into fields. The fields will contain information such as LAST NAME, FIRST NAME, BIRTHDATE etc. However, the name of each field must be unique and may not always be obvious to the user. In time and with regular use some of these important field names will become familiar.

Click View Field List on the start page for a list of the student fields available in PowerSchool.

The field list shows all the student fields in PowerSchool, including any custom fields your district/school created. Scroll through the list to locate the name of the field that contains the information you want to search for. Using this Field List, write down the field names for the following student information:

In addition to the Browse Students links and the ability to search by last name and student number, you can search using more powerful techniques. You can use search commands to find students who match specific criteria. 

For example, you can search for students who come from village Betio, who were not church members.

A search command is a statement of search instructions. 

Search commands must contain three elements: a field name, a comparator, and a search argument. 

In the following example, the field searched is first_name, the comparator is equals (=), and the information searched for is Maria. Thus, this search command searches for all the current students whose first name is Maria:

The search argument is the specific information for which you are searching. 

For example, if you are searching for all the students with the last name Metzler, then Metzler is the search argument. The search argument is always the last part of the search command.

You can search for the information you want by using the correct comparator in your search command.

PowerSchool uses the following comparators:

Enter search commands in the Search Students field on the PowerSchool start page and click Search. 

For example, to find all the students that live within the village of Bairirki, enter 

U_Students_Enrollment.village=Bairirki in the Search. 

Replace the Village name with a name in your school boundary.

You can search the database using multiple search commands simultaneously. When you enter more than one search command in the Search Students field, separate the search commands with a semicolon (;). A semicolon between search commands means and. 

For example, to find all the male students in Year 8 who live in a village starting with Bai, enter 

gender=M;Grade_level=8; U_Students_Enrollment.village contains bai

in the Search Students field and click Search.

When you perform searches, PowerSchool only searches active student records in your school. Students who are currently enrolled are considered active. 

Occasionally, you may need to search for students who preregistered for next year, transferred or dropped out of school midyear, or graduated early. Students in one of these classifications are inactive. 

To access inactive student records, begin your search command with a forward slash (/). Preceding a search command with a forward slash searches all student records. For example, to find all active and inactive students with the last name Ramirez, enter

/last_name=ramirez or /ramirez

in the Search Students field and click Search.

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When you select an individual student, a student page appears along with the student pages menu. 

Use the student pages menu to view or enter demographic, parent/guardian, and emergency/medical information. 

You can also perform a function for a student, such as updating the student’s attendance record, printing a report, or transferring the student out of school.

View each of these student pages and make a note of which of the following pages you are likely to use in your job:

Student Page Description Notes

Note: Depending on your job functions and level of access to PowerSchool, you may not have sufficient access privileges to view and make changes on some student pages. For more information about your level of access, see your PowerSchool administrator.

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In this session, you will learn how to search for, select, and perform functions for groups of students. You will also learn the how to enrol, withdraw, and transfer students into and out of school and maintain student schedules.

At the end of this session, you will be able to:

• Search for groups of students using Browse Student links, search commands, and search codes.
• Select students by hand and store frequently-referenced selections.
• Use group functions to enter and track student information for groups of students.
• Enrol, withdraw, and transfer students into and out of school.
• Transfer a student from one course to another.

Searching for groups of students

• Select students by hand
• Use stored selections
• Using Group Functions
• List Students
• Enrolment Summary
• Daily Attendance Change
• Fee Functions
• Student Field Value
• Mass Enrol
• Print Reports and Mailing Labels
• Quick Export
• ID/Password Assignment
• Searching for students by attendance, grades, and GPA
• Searching log entries
• Enrolling and Withdrawing Students
• Enrolling a new student
• Transferring students out
• Re-enrolling a student
• Transferring a student to another school in your district
• Maintaining Student Schedules
• Dropping courses
• Adding courses

In addition to searching for and working with individual students, you can search for and select groups of students in PowerSchool. Search for groups of students using:

• Browse Students links
• Search commands
• Search codes

After you search for a group of students, you can work with that group by selecting the students by hand, storing the selection, or performing a PowerSchool function.

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You can perform a function for a group of students. For example, you need to print progress reports for the ninth grade, or excuse the football team tomorrow for Periods 5, 6, and 7.

In PowerSchool, you do not have to repeat the same function for each student. You can search for and select a group of students and then perform a function for that group. Here is one way to view the group functions after creating a current selection of students.

Make note of which group functions you are likely to use in your job:

There are many reports that are pre-formatted to generated lists using the sqlReports function on the start page. Open Data and Reporting -> Reports -> sqlReports

1. To find a report
   1. Click expand All
   2. Ctrl-F to find some text
   3. Type in the search words
   4. Use arrows to find previous or next occurrence of the search
   5. Choose the most relevant report or change the search words
2. To select a report
   1. Move mouse over report name to view additional information
   2. Click on the report name in the left-hand list
   3. Follow on screen instructions to fill in parameters
3. Click on header names to sort columns
4. Click buttons to Copy, save to CSV, PDF etc
5. The a report has filter options above the headers you can modify the output list according to needs. More than one item can be selected from the filter list by selecting multiple times.

Examples:

Sqlreports -> Student Enrolment -> Student Demographic Details (with LDS)

Sqlreports -> Student Enrolment -> Student Birthday’s

Sqlreports -> Student Enrolment Counts -> 1.0 Student Enrolment Summary

During the school year, you may need to enrol students who are new to your school, reenrol students who return to your school, or transfer students out of your school. When you enrol or reenrol a student, PowerSchool activates that student’s record. When you transfer a student out of school, PowerSchool inactivates that student’s record. By default, inactive student records do not appear in searches and lists.

Student records are never deleted - only changed to an inactive status.

When new students arrive at your school, enrol them in PowerSchool. After you enrol a student, enter information about that student on his or her student pages. Change the Year value (top right of start page) if enrolling a new student for next year.

1. From the Start Page.
2. Click School Enrollments from Navigation menu -> Enrol New Student.
3. Use the following diagram to enter information in the fields: This form has changed since this manual was created. 

To verify that the student does not already exist in the system, PowerSchool searches for any student who matches the new student’s last name or phone number.

If the system finds a possible match for the new student, the “Check for Duplicate Students” page appears. If you verify that the new student is not a match with any student who appears on this page, click Enrol to continue. 

Otherwise, click the name of the student who you think is a match and review his or her information.

If the system does not find any possible matches, it enrols the student and displays the student pages on which you can enter the new student’s information. 

Where do you go to enter the new student’s information?

When students leave your school to attend another school in your district, or in another town, state, or country, use the Transfer Out of School function. You can transfer students out of school individually or as a group. The Finance office needs to be advised of any student transferring out or enrolling of the change. Also if a student gets baptised or changes to or from dorm student advise Finance Office.

1. On the start page, search for and select the student.
2. Select School Enrollment.
3. Click Transfer Out of School.
4. Enter any comments and the date of transfer and choose the appropriate exit code.
5. Click Submit.

Note: For accurate attendance data, enter in the “Date of transfer” field the date of the day after the last day the student actually attends classes at your school.

You can also transfer out a group of students. For example, if a family is relocating to another area and has four students currently enrolled at your school, you can search for, select, and transfer them all out of school at the same time.

1. On the start page, search for and select the appropriate group of students.
2. Choose Transfer Out of School from the School Enrollments on Navigation Bar.
3. Enter any comments and the date of transfer and choose the appropriate exit code.
4. Select the verification checkbox to confirm that you want to transfer out the selected group of students.
5. Click Submit.

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You can re-enrol a student who was previously active in PowerSchool before he or she transferred out of school. When you do so, the system reactivates all of the related student information previously entered.

After you re-enrol a student, you can update the student’s information on his or her student pages.

1. Enter a slash (/) and the student’s last name in the Search Students field on the start page.
2. Click Search.
3. If only one student matches your search, the student pages for that student appear. If more than one student matches your search, the Select Students page appears. Click the student’s name.
4. Click School Enrolments.
5. Click Re-Enrol In School.
6. Enter the date on which the student is re-enrolling. Choose an enrolment code, the student’s full-time equivalency, current grade level, track (if applicable), and district of residence from the pop-up menus. Enter any comments (optional).
7. From the “Restore class enrolments?” pop-up menu, choose one of the following options:
   Choose Yes if the student is re-enrolling at your school during the same schedule term in which he or she transferred out of your school. The system restores the student’s class schedule.
    Choose No if the student is re-enrolling at your school after the schedule term in which he or she transferred out. You can create a new schedule for the student on his or her Modify Schedule page.
8. Click Submit.

The student is rerolled in your school. His or her records in PowerSchool are now active again. You can update and edit information on the student pages.

1. Transfer the student out using the Transfer Out of School function.
2. Click Functions.
3. Click Transfer To Another School.
4. Choose the school to which the student is transferring from the “To which school?” pop-up menu.
5. Click Submit.
6. Communicate with the school that you are transferring the student too that you have done the move of the student to their school.

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In this session, you will learn how to manage student attendance and access student attendance reports. Tracking teacher attendance will also be covered. You will also learn how to add items to the daily bulletin.

At the end of this session, you will be able to:

• Use the attendance functions to find students who have been marked absent, update student attendance when appropriate, and access attendance reports.
• Use PowerSchool sqlreports for attendance.
• Tracking teacher attendance submissions
• Add school and faculty announcements to the daily bulletin.

Managing Student Attendance

• Processing student attendance
• Substitute Teacher submitting attendance
• Attendance management reports

Using PowerSchool Reports

Teacher Attendance Submissions

• Tracking
• Reminding Teachers

Using the Daily Bulletin

• Creating a new bulletin item
• Editing or deleting an existing
• bulletin item
• Viewing the daily bulletin

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As the assistant administrator you should manage student attendance daily in PowerSchool. You can search for all students who have been marked absent today (or for any specified date) by the teachers, update student attendance when appropriate, and access attendance reports.

Because PowerSchool manages and shows information in real time, you can access a list of the students in your school who have been marked absent by teachers as soon as they take attendance in PowerSchool Teacher. You can even view a list of teachers who have not taken attendance. Likewise, when you make a change to a student’s attendance in the office, the teachers see the change you made the next time they open the attendance dialog in PowerSchool Teacher.

Use the attendance process outlined in this session to manage student attendance on a daily basis at your school. You may need to adapt parts of this process in accordance with your school and district attendance policy.

Use the reports for either period attendance or daily attendance, depending on which tracking method your school maintains.

Note: See your PowerSchool administrator if you are not sure what method of attendance tracking has been set up for your school.

Many schools require that contact be made with each home of the students who have been marked absent one or more periods during the school day. As you contact parents/guardians about a student’s absence, you may need to adjust some students’ attendance codes. For example, you talk to a parent who explains that the student went to the doctor because of an illness. Depending on your school and district attendance policy, the student’s attendance may need to be changed from absent to parent-excused absence.

District Policy Manual States:

Absent- Definition

Students are considered absent when they do not attend school for these and other reasons: 

• Illness 

• Funerals 

• Weddings 

• Family travel 

• Work 

• Unexcused skipping of a class (sluffing or truancy) 

• Disciplinary suspension 

• Failure to pay tuition 

Students are not considered absent for: 

• Participating in field trips 

• Representing the school in sports, leadership scholarship, or performances 

• Attending government sponsored school events or activities 

You can also enter attendance for a student or group of students for future dates. For example, the girls’ volleyball team is playing in the island tournament for the next two days. You can excuse the members of that team for the days they will be at the tournament.

Future attendance codes that you enter for students automatically appear for teachers in GradeBook and PowerSchool Teacher.

Start Page -> School Management -> Attendance -> Attendance Codes

Examples: From two different schools.

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Click on the Attendance Code or name to edit the code setup.

Click on NEW to add additional codes that can be used by admin and/or teachers 

1. Click Start Page -> Attendance -> Absentee Report.
2. Use the following diagram to enter information in the fields:

1. Click Submit.
2. Choose View to see the report
3. Click on the printer icon to print the report.

Because the Absentee Report includes the home phone number for each student, you can use the printed copy of the report to contact each student’s home and record the pertinent information about his or her absence. 

From the absente report you can click each student’s last name and use the Attendance page to update each student’s attendance record. Close the tab after submitting changes to go back to the report.

A similar report can be found from the 

Start Page -> Attendance -> Attendance today -> choose the Filter Options to provide the details you need. 

Select a Date. Turn Hide Meeting and Hide Daily off. Then unclick pause. The report will then be generated.

Use the Enter Attendance on Student Page to update student attendance as you contact each student’s home or receive excuse notes from students. Click on Meeting to change the week to view.

1. Select the student
2. On the Enter Attendance Page (called Edit Meeting Attendance) change the Attendance code from present to S (School Excused) or what best fits the absent code. If you are doing a good job, then no student should be left with an A code as you have found out why a student was absent from class. The teacher marks absent but you have researched if the student was sick, doctors, field trip, sports trip etc. Some codes are excused absences, and some are not.
3. Click Set All under the date to fill.
4. Each class for the day will be populated with the attendance code selected.
5. A blank attendance means the student was Present (not absent).
6. If you need to change the dates to a different week then click on Meeting, above the attendance code, and select the week to be displayed.
7. Click Submit.

Many schools struggle with keeping teachers informed about which students should be excused from being absent in class. School-excused lists, attendance bulletins, or absentee slips are often inaccurate when they are printed, copied, and distributed.

In PowerSchool, you can enter future attendance for individual students and groups of students. As soon as you enter future attendance, the attendance codes automatically appear for teachers in GradeBook and PowerSchool Teacher. Use the Enter Attendance student page or the Attendance Change group function to enter future attendance for students.

When a substitute teacher is used there are two options for them to take the class rolls.

A)          Print class rolls or Rosters to fill in manually

B)           Substitute Teachers can login to PowerSchool and fill in the absentee details.

To print the Class Rosters, follow this breadcrumb.

Start Page -> Data and Reporting -> Reports -> System Reports -> Student/Staff Listings -> Class Rosters PDF

Select the teacher, Meeting Periods, etc and print. 

Parameters:

Heading font = 18

Size = 18 Bold

Heading on all pages

If the Heading Text box is empty or not the same as the following, then copy these next four rows and paste or type to update your screen.

Teacher: ~(teachername)

Course:   ~(coursename)

Section:  ~(Section_number)

Period:    ~(expression)

Column Title font = Helvectica

Size = 12, bold

Print column titles on all pages

Roster Font = Times

Size = 10

If the Roster columns box is empty or not the same as the following, then copy these next 12 rows and paste or type to update your screen.

Count\#\.25\

LastFirst\Name\2.5\

Grade_Level\Grade\.75\

Gender\M/F\.3\

\\.3\

\\.3\

\\.3\

\\.3\

\\.3\

\\.3\

\\.3\

\\.3\

Make sure Rule width settings are Horizontal = .5, Vertical = .1

Cell padding horizontal = 4 and vertical = 2

paper size is set to A4

Margins set to .5 on all sides

Orentation = portrait

Submit

It would be useful to print the teachers bell schedule also.

Start Page -> change Students to Staff -> Select the teacher -> Staff Profile -> Bell Schedule -> Print

When the Rosters are returned to the Office then the Admin Assistant needs to enter the absent codes for the classes.

Start page -> Teacher Schedules -> Select the teacher -> Click on the bold Chair for the required Class 

Change the Attendance Code and enter the absent students by clicking in the box next to any student that is absent. The absent code will appear -> Submit when class is finished marking.

For the substitute teachers to login the school needs to setup a school password for the sub teacher to use.

Use this breadcrumb to view or change the password.

Start Page -> (Setup) School -> (General) Sub Sign In Settings

Enter/view the password and if you want higher security tick the Include current date box. This tick implies a number representing the day date will proceed the password. If the date needs to be added to the password then the day of the month is entered and then the password. 

Example: If the password is ‘thepassword’ and today is the 10^th then the login password is 10thepassword.

Submit

The sub teacher can now use a computer and enter a URL into a browser to do daily absences. No rosters are required to be printed.

The ULR for the sub teacher login is powerschool.ldschurch.org/subs

The sub teacher now selects the school, the teacher, and types the password. 

Once the sub is logged in, they can select the chair for the class to submit attendance for the current class.
 

The teachers and you have spent a lot of time entering attendance data. You need to make use of this data to convey to the administration what is happening in the school in regard to attendance. Student attendance management reports search for students who have excessive tardies and absences. You can search for this information by the number of occurrences over a period of time and by the number of consecutive occurrences.

These reports are found in Start Page -> System Reports -> Attendance section.

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You can also find teachers who have not submitted attendance for classes by clicking on the 

Start Page -> Attendance -> Teacher Attendance Submission Status. 

Choose a date and any other parameters required.

The green buttons indicate the teacher has submitted attendance for all classes for the date selected. Yellow is partial submission and red is no submissions. Click on any button to see all classes for the teacher whose name is in the button. There are other reports in the group to provided additional attendance reports.

There is an additional sqlReport available use

Start page -> sqlReports -> Attendance -> 1.0 Teacher Attendance Submission Status.

This report has a button to send an email to a teacher to remind them that submissions are not completed for a date. If a teacher does not have an email entered in their information screen, then an email cannot be sent.

Teachers also have in the PowerTeacher login a sqlreport they can run to display any missed submissions dates. There is a button they can click to open the class for that date and submit attendance changes and complete the submission.

There are several sqlReports that report on attendance. Try these and others to find reports that are suitable to your needs.

sqlReports -> Attendance -> Avg. Daily Attendance | Per Student

sqlReports -> Attendance -> Days Absent

PowerSchool includes several “prebuilt” reports you can use to help you manage your student information. These reports are divided into several categories: Attendance, Discipline, Grades and Gradebooks, Membership and Enrolment, Statistics, and Student Listings.

You can access different types of attendance reports to help you verify that each student’s attendance record is correct. You can choose which report best fits your school and district attendance policies. Access all these verification reports in the Attendance section of the System Reports page.

See also sqlReports -> Attendance

You can use PowerSchool to find the number of students who are earning each grade included in your grade scale, print teacher gradebooks, and view a list of all the students on the honour roll for Quarter 3. Access all these reports on the System Reports page.

See also reports in

sqlReports -> Gradebook (Uses live grades)

sqlReports -> Grades Current (uses live grades)

sqlReports -> Grades Historical (uses stored grades)
 

In addition to the traditional ADM/ADA reports, PowerSchool includes reports that compile and show membership and enrolment figures for special programs and reporting segments, the enrolment of your school on a specified date, and the enrolment per section or vocational program.

See also reports in

sqlReports -> Student Enrolment (Student lists)

sqlreports -> Student Enrolment Counts (Tally of active and pre-registered students)

sqlReports -> Student Enrolment Verification (Looks for possible errors in data collection)

sqlreports -> Student Searches (District name searches)

The Parent Access Statistics report shows the Internet, email, and phone access (if applicable) statistics of parents and students who monitor student progress through PowerSchool Parent Access.

.

You can use these reports to show student schedule information (including grades and attendance information) print class lists or print your school’s master schedule.

ort Description Notes

You can use the daily bulletin to communicate information to parents, students, teachers, and administrators about sporting events, fundraising activities, parent nights, and grading terms.

In addition, you can communicate different messages to different audiences. For example, you can post an announcement that teachers and school administrators can view but parents and students cannot.

One or two administrative staff members should set up and maintain the daily bulletin for your school.

1. On the start page, click Special Functions on the main menu.
2. Click Daily Bulletin Setup on the Special Functions page.
3. Click New.
4. Use the following diagram to enter information in the fields:
5. You can now also use the cog icon on the Start Page to get to the same setup screen.
   

The target audience you select determines which types of users can view that bulletin item, whether administrators, teachers, substitutes, or parents and students. Complete the following table:

1.  The Daily Bulletin Setup page, click the date in the Date Range column on which the original item begins.
2. Edit information in any field.
3. Click Submit to save your edits. Click Delete to delete the item from the bulletin.

Teachers view the daily bulletin in PowerSchool Teacher, substitutes view it in PowerSchool Substitute, and parents and students use Parent Access pages to view the bulletin. To view the daily bulletin, choose Daily Bulletin from the main menu. You can view yesterday’s or tomorrow’s bulletin by clicking the appropriate date at the bottom of the page.

In this session, you will learn how to use FreshDesk, verify if a teacher has completed their grades for a term and then store the final grades (Snapshot). You will also learn how to calculate the honour roll list,  print the report cards and other useful reports. 

At the end of this session, you will be able to:

• Complete the end-of-term process.
• Create a report card using report card templates.
• Create the honour roll

Completing the End-of-Term Process

• Preparing to store grades
• Permanently storing grades (Snapshot)
• Calculate and Store the Honour Roll calculations
• Printing Report Cards
• Printing Honour Roll

Detailed instruction on these processes are documented in FreshDesk. See link on the green line on the Start Page of PowerSchool. FreshDesk is the knowledgebase EdTech uses to document many tasks and functions of PowerSchool, registration and some Area Office tasks.

Open the link and either 

At the end of each grading term, 

Note: Although many staff members are involved in the end-of-term process, one person at each school should coordinate the completion of each step and perform the Permanently Store Grades function.

You must permanently store grades within one month after the end of the grading term. Consequently, teachers should finalize student grades expeditiously after the grading period ends. Set and announce a deadline by which teachers must have grades finalized. For example, some schools store grades a week after the grading term ends; teachers must finalize student grades a day or two before that date.

After you announce the final grade deadline to teachers, use the Student Schedule Listing report to find any teachers who have not entered any grades for the current term. Once identified, these teachers may require special reminders, assistance, or follow-up training to meet the final grade deadline.

Using the Student Schedule Listing report, 

Start Page -> System Reports ->(Student Listings) Student Schedule Listing

look through the students’ schedules for classes that have an underscore (_) listed in place of a grade. When reviewing the Student Schedule Listing, an underscore ( _ ) means the teacher has not created assignments with scores, and a blank means the teacher has not opened the gradebook this marking period.

These teachers have not entered any assignment information for the course listed. Use this report to note the names of the teachers who need follow-up attention before the final grade deadline.

A day or two before the store grade deadline, run the Student Schedule Listing report again and double-check that those teachers who had not previously entered grades have now done so. Note: Some courses, such as Homeroom may not have grades associated with them and may be ignored.

Start Page -> System Reports -> Custom Reports (Tab) -> Gradebook Verification Report

1. Select the term you are checking.
2. Choose if you want to see all, verified or unverified sections (classes).
3. Remove the Pause tick and the report will be generated.
4. Check the verified column is Yes or print just the Unverified column only.

Note: Homeroom will not normally be verified as no grades are entered. Teacher notes may be added. It would be helpful if teachers did turn the verified flag on for all classes including Homeroom.  

Start Page -> System Reports -> Custom Reports (Tab) -> Final Grade Setup

This report can be used to check that all sections calculate the final grade using the Weighted FG Setup.

If anything other than WeightedFGSetup is displayed in the Setup Type column then the setup is possibly incorrect unless its Homeroom which has TotalPoints by default.

Start Page -> System Reports -> Custom Reports (Tab) -> GradeBook Preferences

This report seems to have a fault sometimes.

Or

Start Page -> sqlReports -> GradeBook -> GradeBook Preferences

These reports checks the rounding of grades preferences. All teachers should be accurate to 2 decimal places.

Daily Bulletin Idea.

1. Use the daily bulletin to communicate with your staff. 
2. Create a new bulletin item to share final grade deadlines with staff members. 
3. Each bulletin item allows you to select a target audience option to communicate different messages to different audiences. For example, you can post the announcement for teachers or school administrative users to view, and parents and students will not see it. 
4. One or two administrative staff members should set up and maintain the daily bulletin at each school. 
5. New bulletin items can also be created at the district level and will be seen by the appropriate audiences at all schools.

After the final grade deadline, use the Class Rosters (PDF) report to print and distribute student grade verifications for each teacher. On this report, you can choose to include a wide variety of student information.

For example, for each teacher’s courses, you can include the students’ names, grades, grade percentages,

absences, and tardiness.

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After you distribute these reports, teachers can review the current grade and attendance information for each student by class. If teachers need to make a correction to a student’s grade, they can do so in GradeBook and save the updated class information; GradeBook automatically updates PowerSchool with any changes.

Some schools require that teachers sign the report once they have reviewed it and return it to the office.

Important If the information in the class roster report differs greatly from the information in a teacher’s gradebook, have your PowerSchool administrator verify the network/Internet communication between the teacher’s computer and the PowerSchool server.

You can customize the heading text and roster columns on the Class Rosters (PDF) report to fit a variety of tasks. Some of the possible codes you can use in the heading text field include:

Code Does This Example Result

Use the information in the table above to format the information you will use in the heading text of a Class Rosters (PDF) report:

You format the columns of information you want to include in a Class Rosters (PDF) report using the “Roster columns” field. Enter the information in this format:

student field or roster code \ column title \ column width (in inches) \ alignment

For example, to format a Term 1 grade verification report which includes student name, grade level, final grade, final grade percent, number of absences, number of tardies, and teacher comment, you would enter:

lastfirst\Name\1.75\L

grade_level\Grade\.5\C

^(pg.final.grade;T1)\T1\.5\C

^(pg.final.percent;T1)\%\.5\C

^(att;abs;T1)\Abs\.5\C

^(att;tar;T1)\Tar\.5\C

^(teachercomment)\Comment\1.5\L

Some of the possible codes you can use in the roster column field include: Remember to change Q1 to T1 or the required term that you are reporting on.

ode Does This Example Result

Use the information in the table above to format the information you will use in the “Roster columns” field of a Class Rosters (PDF) report:

. 

After teachers review the verification reports and make any necessary changes to students’ grades, you can permanently store grades for the grading term. Permanently storing grades copies each student’s final grade information at the moment it’s stored and it becomes part of the student’s historical grade record.

To permanently store grades successfully, you must be able answer the following questions:

The store code is a two-alphanumeric code that indicates the term in which the students earned the grade, such as T1 or S2. The final grade refers to the which final grade column in the teachers’ gradebooks is going to be stored.

The store code and final grade are usually the same.

What do you do with those students who dropped a course one week after the grading period began? Or, what do you do with students who transferred to your school two weeks before the end of the grading period? You need to determine which enrolments you will use to store final term grades.

When storing grades, there are two ways to select the enrolments for final term grades:

• Exclude enrolments for students who enrolled in a course after a specified date or dropped a course before a specified date.
• Include only enrolments that are currently active and were active on a specified date during the grading term.

When you store grades, you can award all, none, or a percentage of the possible credit for each course. If you are storing a Term Grade for 4 terms per year then you store 100% for the term, 50% for the semester and 25% for the year. If for example, a schools awards course credit by semester. At the end of Semester 1, they store S1 grades, awarding 100% of the possible course credit for semester-long courses and 50% of the possible course credit for year-long courses.

If you store grades for a grading term in which no credit is awarded, you can do so without awarding any  credit. For example, some schools store grades every term and only award credit every semester. At the end of Term 1, they store the T1 final grades and award 0% of the possible credit for any length course.

Some schools store final grades for only certain courses. To avoid storing a final grade for a course, leave the percent field blank for the length of the course you do not want to store. For example, a school that has set up final grades for Term 1 (T1), Term 2 (T2), Semester 1(S1), and a Final Exam (F1), may not want to store an F1 grade for quarter-length courses. In this case, leave the quarter percent field blank on the Permanently Store Grades page when storing the final exam (F1) grade.

.

For students who demonstrate chronic attendance problems because of tardiness and absenteeism, you can automatically withhold credit when you store grades. Your PowerSchool administrator can specify how many attendance points each student receives for each attendance code your school uses. For example, students receive one attendance point every time they are marked absent-unexcused or .5 attendance points for every tardy.

When you store grades, you can specify that students who have received more than a predetermined number of attendance points in any course will not be awarded credit for that course. For example, you can specify that students who have more than 10 attendance points in any one course during the grading term will receive an incomplete grade.

For more information about attendance points and your school’s attendance codes, see your PowerSchool administrator.

Important, you cannot change a student’s grade in a course for attendance reasons. Refer to your district attendance policy before using this feature.

Remember, you only have one month after each marking period in which to store grades. With that in mind, consider when your school will have to store grades for the first-time using PowerSchool. Write the date before which you must store grades for the first time in the box:

Use the planning guide on the following page to map out how your school will store grades for the first time using PowerSchool.

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Use this link in FreshDesk to view the knowledgebase for step by step instructions.

https://pacificschools.freshdesk.com/support/solutions/articles/16354-how-to-permanently-store-grades

INTRO

Student grades are entered and tracked in two key areas in the PowerSchool system. Firstly, grades are entered by teachers in the PowerTeacher GradeBook. Then, at the end of each term a ‘snapshot’ of the grades are copied from GradeBook and then stored in an ‘Historical Grades Archive’ area inside of PowerSchool. This process of taking a ‘snapshot’ of student grades at the end of a Reporting Term is known as the ‘Permanently Store Grades’ process. Grades are usually stored at the end of each Reporting Term, and at the end of each School Year.

Report Cards and Honour Rolls don’t actually pull data from the Teacher GradeBook. Data for Report Cards and Honour Rolls is actually pulled from the ‘Historical Grades’ archive inside of PowerSchool. Archiving grades in the Historical Grades area, prevents accidental changes to the student’s official academic record from occurring. It also helps to improve transportability of academic information throughout the system.

STEP BY STEP GUIDE

1. From the Navigation Menu select School Management

2. In the School Management menu select Academics -> Store  Grades.

3. In the Which Grades section, select the appropriate Reporting Term and Historical Store Code. This is usually a two-character value such as T1 or T2 to indicate the Reporting Period for which you would like to store grades. In most cases, the same two-character code will be used for both boxes.

4. In the Exclude/Include Class Enrollments section, select the THIRD option titled:

Include only enrolment records that are currently active and that were active on this date

5. In the Date Field, next to the third option, enter the date of the LAST day of the Reporting Period. For example, if you are storing grades for Term 2, then use the last day of Term 2 in the date field provided.

NOTE: Steps 4 and 5 ensure that classes that have been dropped during the year are NOT included on the Report Card. For example, if a student switched from one English class to another English class in Term 1, then you would not normally want the dropped class to show on the Report Card. The three options in this section allow you to be more selective in the grades that you choose to store or ignore for dropped or incomplete classes. We only use the THIRD option in this example, but understanding when the first two options should be used, could be very helpful in certain scenarios. 

6. If storing grades for a specific selection of students, select the box available in the Additional Filter Options section. You may need to expand this section by clicking on the downward pointing arrow. Do NOT select this option if you wish to store grades for the entire school. Skip to Step 7 if you want to store grades for the whole school.

7. Next, scroll down to the Classes by Term Length section. This section provides options for storing grades for the different types of courses available at your school. For example, if your school only offers FULL YEAR courses, then you would only need to use the option for FULL YEAR courses. In this example, the school only has FULL YEAR courses, so we would simply select the Store with credit option for the FULL YEAR (2014) classes. Some schools however, have courses that only run for a single Semester or single Term. For each RELEVANT category, you would normally choose the Store with Credit option from the pop-up menu.

8. Once you have identified the types of courses for which you would like to store grades, you then need to enter a percentage to represent the AMOUNT of credit that should be awarded for the course at this particular time. In this example we are storing grades for all 2014 (FULL YEAR) courses but ONLY for the Term 2 reporting period. Term 2 by itself only represents 25% of the full length of the course, so we will only store 25% credit at this time. The remainder of the credit for FULL YEAR courses will be stored at the end of each Term or Quarter.

9. Repeat Steps 7- 8 for all Class Types that apply to your school. For example, if you have Rotational Classes that only run during Term 2, you would select Store with Credit for the Term 2 option and type 100% in the % of Course Credit field. In other words, because we are storing grades for Term 2 and Term 2 is now complete, we can store 100% of the course grade for any classes that ran only for Term 2.

10. Similarly, use the same logic presented in Steps 7-9 for any Semester Courses that are offered at your school. Using this example again, we have Creative Technology classes that run only during Semester 1. We stored 50% of the credit for CT in Term 1 and will now store the remaining 50% of credit for CT in Term 2.

11. Ignore any of the terms that do not apply to you at this time. For example, because this is for the T2 reporting period we do not have to store grades for Term 3 or Semester 2 until later in the year.

Note: By default, ONLY terms that are currently in progress or that have recently passed, will appear in the Classes by Term Length section. If you are trying to store grades for a term that isn’t listed, you will need to change Show all terms to Yes in order to see the other terms available for processing.

If you do need to select a Term that is not currently in progress you will see a notification like the one shown below. To confirm that you would still like to store grades for this term go ahead and click Yes.

12. Once you have correctly assigned credit and are ready to proceed, scroll down to the bottom of the page and click Store Current Grades.

13. You will then be taken to a Permanently Store Grades Progress page and will receive a Please Wait message as shown below.

14. If the process ran successfully you will see a screen like the one shown below. The results will show:

• The number of students that were processed or included in the process
• The number of existing grades were updated
• The number of new grades were created or inserted

IMPORTANT REMINDER: If the Grades for a particular term have already been stored, running the Permanently Store Grades process again will OVERWRITE the grades for that term. If changes have been made to the Gradebook since the time that you first Stored Grades, Graduation credit, GPAs, and Transcripts will be affected.

QUICK RECAP

1. Navigate to: Start Page > Setup > System > System Administrator > (Grades)Permanently Store Grades

2. In the Which Grades section, select the appropriate Reporting Term and Historical Store Code

3. In the Exclude/Include Class Enrollments section, select Include only enrolment records that are currently active and that were active on this date. In the date field provided, enter a date near the end of the reporting term

4. Use the Additional Filter Options section if necessary

5. In the Classes by Term Length section choose Store with Credit for each RELEVANT category and enter the percent of course credit that needs to be stored at this particular time

6. Scroll down to the bottom of the page and click Store Current Grades

7. Check the Permanently Store Grades Process page to ensure that grades have been stored correctly

More articles in FreshDesk

• Understanding the "End of Term Reporting" process
• How to Permanently Store Grades
• Calculating the Honour Roll
• Printing the Honour Roll
• 2016 End of Year Report Cards
• Using the "Final Grade Setup" Report

Grades should be stored at the end of every marking period, even if you don’t award credit at the end of every marking period or do not display each marking period on student transcripts. Storing grades ensures that you will have a record of each official report card issued by the school. Therefore, after some marking periods, you may have to store grades more than once.

For example, schools that have both semester and quarter marking periods, grades must be stored twice at the end of Semester 1 because it is the end of both Semester 1 and Term 2 (Q2), as shown on the following diagram:

To get an idea of when your school must store grades, plot each of your school’s marking periods on the following diagram:

After you store grades, you can calculate which students are qualified to be on the honour roll. To calculate the honour roll, at least one honour roll evaluation method must be set up. Honour roll methods are created by your school.

For more information about how the honour roll is calculated in your school check out this FreshDesk article.

https://pacificschools.freshdesk.com/support/solutions/articles/16356-calculating-the-honour-roll

Calculate the Honour Roll 

1. From the Start Page select School Management from the Navigation menu.

2. Select Academics -> Calculate Honor RollCalculate Honour Roll. 

3. Enter an appropriate Store Code in the field provided. This is usually a two-character value such as T1 or S2 to indicate the Reporting Period for which you would like to calculate the Honour Roll. T1 stands for Term 1, Y1 for Full Year etc. 

NOTE: The Store Code here is used as a label or tag. The setting that determines which grades are used to produce the Honour Roll is actually found in the Honour Roll Method. If you use the correct Store Code but the wrong Honour Roll Method then you will have an incorrect Honour Roll. The Store Code and Honour Roll Method must correspond correctly with each other.  

4. Select the appropriate Honour Roll Method. For example, if you are trying to calculate a Standard Honour Roll for Term 1 then you would select the Honour Roll Method named 00 PAC T1 Grade Average. Please contact your PowerSchool Administrator if you are unsure about which Method to choose. 

5.Click Submit. 

1. Start Page -> System Reports -> System (Tab) -> (Grades and Gradebook) Honour Roll
2. Type in your own heading
3. Select the correct calculation method
4. Select the correct Store Code
5. Example:
   
   
6. The current honour roll calculation method is as follows
   1. Principal’s List : Average Grade greater than or equal to 90% with no grade less than 90%
   2. High Honour List : Average Grade greater than or equal to 90% with no grade less than 80%
   3. Honour List : Average Grade greater than or equal to 80% with no grade less than 60%
   4. Note: Seminary is not included in the average grade.
7. There is also an SQL Report that can be used to print the Honour Roll.
    Start Page -> sqlReports -> Honour Roll -> 1.0 HR Enter Year and Term
   

Check list. Have you completed the End-of-Term Process?

• Completed the preparation to store grades
• Permanently Stored the grades
• Calculate and Stored the Honour Roll calculations

You are now ready to preview some reports and check for any errors.

NOTE: If you see any errors, when viewing the report cards, you will need to have the teachers repair their grades and you will need to re-store the grades and re-calculate the honour roll.

Printing Process

1. Select a group of students that you want to print reports for
2. Select the group function to Print Reports (bottom right of Start Page)
3. Select the Report Card Template (this will be different for school type and number of terms in a year)
   1. Primary and Middle schools, Years 1 to 9 use 
      1. 00 PAC T1 Progress Report
      2. 00 PAC T2 Progress Report
      3. 00 PAC T3 Progress Report
      4. 00 PAC T4 Progress Report
   2. High Schools, year 10 to 13 use
      1. Q1 2020 High School Report (Quarters) for four term schools
      2. T1 2020 High School Progress Report (Trimesters) for three term schools
4. Submit
5. Wait for the View link to appear
6. Scroll through the reports and look for any strange looking issues
7. If the report appears to be all correct, then print

Note:

1. It is a good idea to download the preview as a PDF and store on the server so if you ever need a second copy for a student then you can search through the pdf and print the page.
   1. Create a Folder called Report Cards
   2. Create folders for each year.
   3. Save the PDF as Term and Year Level. IE: T3 Year 9 report cards.pdf

Student Registration is the third major phase of the Scheduling & Enrolment process and focuses on gathering student registration data. It is the process by which students "register their interest" for attending school in the upcoming year and flows through to having their school enrolment approved and finalized by the SEC (The Scheduling and Enrolment Committee).

Student registration information is collected via paper forms and then recorded and tracked digitally in PowerSchool using the PowerSchool Enrolment Checklist. As information is gathered both physically and digitally, it should be reviewed by the SEC on a regular basis. This process helps to ensure that all student applications (aka registrations) are carefully processed and then officially "approved" or "declined" for enrolment for the upcoming school year.

The key sub-phases of Student Registration include:

5.2 Get Started

5.3 Conduct Registration for Returning Students

5.4 Conduct Registration for New Students

5.5 Conduct Additional Enrolment Activities

5.6 Process Registration Data & Finalize Enrolments

NOTE: It is suggested that Phase Three is initiated on or before 1 August and that Student Registration forms are collected from RETURNING STUDENTS no later than 31 August. The earlier this phase is started and completed the better.

▢ Review the "Phase Three Scheduling Guide"

Task Steward: School SEC

Key Resource: FreshDesk

Take time as the School SEC to review the FreshDesk article titled: Phase Three Scheduling Guide: Student Registration (AUG-SEP).

▢ Review and Submit the "Student Registration Dates and Deadlines" 

Task Steward: School SEC

Key Resource: Google Forms

Take time as a committee to plan and discuss key dates and deadlines related to the Student Registration phase. Use the Google Form titled Student Registration Dates and Deadlines to finalize and confirm your dates.

▢ Review the Student Registration Forms & Resources

Task Steward: School SEC

Key Resource: FreshDesk & MS Teams

Take time as a committee to review the standard resources that are available for facilitating the registration process. Resources available to schools include:

• The Returning Student Enrolment Pack
• The New Student Enrolment Pack
• The Course Registration Form TEMPLATE (for High Schools – Years 10 to 13)
• The Returning Student Cover Letter
• The Needs Based Scholarship Application Form

▢ Insert Due Dates into Registration Forms

Task Steward: School SEC

Key Resource: FreshDesk & PowerSchool

This task should be completed as part of the review described in the previous task, but is often forgotten or overlooked during registration preparations. Be sure to enter correct due dates on the Microsoft Word versions of forms. Also be sure to follow this guide to ensure that due dates are correctly displayed in the Returning Student forms generated from PowerSchool. 

If you look closely at the enrolment forms that are printed directly from PowerSchool, you will notice that there are certain areas on the forms that display a “Due Date”. If a “Due Date” has not been specified in PowerSchool for a form, then you will get an ‘error’ on the form that looks like this:

To fix this problem, you need to ensure that “Due Dates” have been specified in PowerSchool for each of the different forms. You can update the “Due Dates” for each form by navigating to the “Schools Info” page in PowerSchool and selecting your school. In PowerSchool click on the “Edit School Details” on the green toolbar at the top of the Start Page to go directly to the “Schools Info” page:

You will be taken to a page that looks like this.

Once you have selected your school and have been directed to the “Edit School” page, scroll down towards the end of the form and look for the section titled: “School Enrolment Information”. Next, enter the “Due Dates” for each of the forms listed and then click Submit to save your changes:

▢ Prepare & Finalize the Student Registration Packs

Task Steward: School SEC

Key Resource: FreshDesk

Work together as a committee to make sure that all necessary registration forms and resources have been created, updated, finalized, and printed in preparation for student registration.

▢ Review the PowerSchool Enrolment Checklist Guide

Task Steward: School SEC

Key Resource: FreshDesk

The PowerSchool Enrolment Checklist is designed primarily for managing the steps required to enrol (or re-enrol) a student for an upcoming school year. The checklist has been designed to align with the forms and resources that are used in Pacific Church Schools. All members of the SEC (especially the Chairperson and the Office Assistants) should be come thoroughly familiar with this guide and the PowerSchool Enrolment checklist. The full guide can be found on FreshDesk: The PowerSchool Enrolment Checklist Guide in Section 5.4.1

▢ Print and Distribute RETURNING Student Registration Packs

Task Steward: School SEC

Key Resource: FreshDesk & PowerSchool

Use this guide in Section 5.3.1 to correctly print and distribute "Returning Student" Registration packs.

▢ Collect & Process RETURNING Student Registration Information

Task Steward: School SEC

Key Resource: School Office Staff

Collect and process "Returning Student" registration information as it is returned to the school office. Use the PowerSchool Enrolment Checklist to correctly track and manage this data. Refer to the following article for full instructions and training on how to properly use this checklist: The PowerSchool Enrolment Checklist Guide in Section 5.4.1

“Returning Student” Enrolment Resources are used to collect key information, consents, and endorsements for students intending to return to a Pacific Church School in an upcoming school year. Because much of the student enrolment data for returning students is already contained inside PowerSchool, pre-populated forms can be printed directly from PowerSchool to speed up the information gathering process.

School administrators should use the instructions included in this article to print pre-populated forms for “Returning Students” directly from the student database. School administrators should also become familiar with the other ‘templates’ mentioned in this article that could be used to support and enhance the enrolment process.

This article answers the following questions:

• What enrolment resources are available for returning students?
• Where can I find the enrolment resources?
• Which of these resources should I be using?
• How and when should I be distributing these resources?
• How do I use the word document templates correctly?
• How do I insert due dates into PowerSchool forms?
• What is the purpose of the "checklist" located at the top of some of the forms?
• How do I view and print returning student enrolment packs and forms?

NOTE: Information about NEW student enrolment resources can be found in the article titled: Using the NEW Student Enrolment Resources.

Various forms and resources are available to help collect and manage enrolment data for returning students. A list of currently available resources is provided below with a brief description of each resource type:

WORD DOCUMENT TEMPLATES

• Returning Student Cover Letter TEMPLATE
• Course Registration Form TEMPLATE

These templates are provided in a Word Document format so that they are easy to manipulate and adjust for local school needs. More information about how to use these documents is included later in this article in the section titled: HOW DO I USE THE WORD DOCUMENT TEMPLATES CORRECTLY?

STAND-ALONE ENROLMENT FORMS

• Returning Student Information Form
• Bishop Endorsement Form
• Needs Based Scholarship Application Form

In addition to the “Word Document Templates” listed above, individual standardized “forms” can be printed directly from PowerSchool to gather and update information for returning students. More information about how to view and print these forms is provided later in this article in the section titled: HOW DO I VIEW AND PRINT RETURNING STUDENT ENROLMENT PACKS AND FORMS?

RETURNING STUDENT ENROLMENT PACKS

• BASIC Returning Student Enrolment Pack
• FULL Returning Student Enrolment Pack

Often, multiple enrolment forms for a student (or group of students) will need to be printed at the same time. “Returning Student Enrolment Packs” have been created for this very reason. “Enrolment Packs” combine multiple forms into a single printable “package”. The “Basic” pack includes the “Student Information Form” and “Bishop Endorsement Form” while the “Full” pack contains all three stand-alone enrolment forms.

OTHER RESOURCES

The forms and templates listed above are considered “standard” resources that all schools should have access to and use during the scheduling and enrolment process. However, schools may also create additional resources that are required to meet local needs. For example, some schools may opt to send out one or more “Reminder Letters” regarding “Due Dates” or “Tuition Collection” etc. While additional resources such as these are not listed here, please do not hesitate to create additional documents and forms that will support and enhance your local process for collecting enrolment data.

NOTE: If there are forms, templates or reminders that you feel should be added to the existing “standard” resources, please contact the Area Team directly with your suggestions. We will do our best to expand and enhance these packs as per your valuable feedback.

WORD DOCUMENT TEMPLATES

The most up-to-date versions of these resources can be found on Microsoft Teams in the SCH - Scheduling and Enrolment Team document library found here. Please speak to the Area EdTech Team if you are having trouble connecting to this library. These resources can also be requested from the Area Office at any time.

STAND-ALONE ENROLMENT FORMS AND RETURNING STUDENT ENROLMENT PACKS

These packs and forms can be accessed in PowerSchool in the SQL Form Letters area. If you are a school administrator you can access SQL Form Letters in the PowerSchool Admin Portal by going to: Start Page > System Reports > SQLFormLetters.

REQUIRED RESOURCES

The resources listed below are “required” documents that all Returning Students must complete in order to correctly enrol for the upcoming school year:

• Course Registration Form
• Returning Student Information Form
• Bishop Endorsement Form

NOTE: The “Course Registration Form” is only required for students that have elective options in the upcoming school year. For example, Primary and Middle School students usually have a set schedule with 7 or more core subjects and will not need to fill out a Course Registration Form. However, students from Year 10 and onwards often have a list of course electives that they must choose from for the upcoming school year. Any students taking electives must fill out a Course Registration in order to correctly enrol for the upcoming school year.

OPTIONAL RESOURCES

The resources listed below are highly recommended for all Returning Students but not “required”.

• Returning Student Cover Letter
• Needs Based Scholarship Application Form

NOTE: It is highly recommended that a “Returning Student Cover Letter” is sent out to students and parents in conjunction with the required forms listed above. Use a cover letter to remind students and parents of key dates, deadlines and expectations. More information about using cover letters is included later in this article in the section titled: How do I use the Word Document Templates correctly?

NOTE: Although optional, it is strongly recommended that the Needs Based Scholarship Application Form is distributed to all students at some point during the enrolment process. More information about using these templates is included later in this article in the section titled: HOW AND WHEN SHOULD I BE DISTRIBUTING THESE RESOURCES?

Simply speaking, it is up to each school to decide how and when they would like to distribute the various enrolment resources for returning students. Please see the notes below for some suggested guidelines.

“ALL AT ONCE” APPROACH

Some schools may opt to print and distribute all enrolment resources in a bundled “pack”. When using this approach, it is suggested that a well-written cover letter is provided to inform parents and students of dates and deadlines for completing the various forms and paying tuition etc.

“STAGGERED” APPROACH

Some schools may choose to distribute individual forms at different times throughout the year rather than “all at once”. Some schools might choose to send out each of the forms individually one by one, but other schools may opt to send out forms in two or three separate “mini packs” or “bundles”. Please note the following as an example of how a school might opt to use a staggered approach for distributing and collecting forms:

• 15 Aug: Distribute Course Registration Forms (Deadline: 31 August)
• 1 Sep: Distribute “Student Information Forms” and “Bishop Endorsement Forms” (Deadline: 30 Sep)
• 15 Sep: Reminder letter regarding “Student Info” and “Endorsement Forms”
• 1 Oct: Distribute “Needs Based Scholarship Application Forms” (Deadline: 31 October)
• 15 Oct: Reminder letter regarding “Scholarship Applications” and “Tuition Settlement”.

RECOMMENDED DEADLINES

Whether distributing enrolment resources as a bundled “pack”, or as individual forms, it is vitally important to ensure that information is collected back to the school within the deadlines suggested below. The dates suggested below are the latest recommended dates by which the various forms and resources should be collected. In other words, schools may opt to collect these resources much earlier than the suggested deadlines.

• 31 Aug: Suggested deadline for collecting Course Registration Forms
• 30 Sep: Suggested deadline for collecting Student Information Forms
• 31 Oct: Suggested deadline for collecting Bishop Endorsement Forms
• 30 Nov: Suggested deadline for collecting Needs Based Scholarship Application Forms

NOTE: There are pros and cons to each of the approaches mentioned above. Please plan appropriately and use wisdom in whatever approach you choose to adopt.

Unlike the PowerSchool forms which are not editable, the Word Document templates are designed to give schools flexibility in using and adapting the forms to meet local school needs. Please see below for guidelines on how to use the Word Document Templates correctly:

BLACK TEXT

Any text in the standard Black colour represents content that would not usually be changed or customized. We are trying to send a consistent message to all schools about our enrolment process, tuition deadlines, form instructions, and expectations of parents and students. For the most part, it is recommended that black text is left ‘as is’.

RED TEXT

Any text in Red enclosed by square brackets ([LIKE THIS]), represents text that should be replaced with local dates, names, or instructions etc that pertain specifically to your school.

For example, the template text may read something like this:

“Student’s should expect to receive a notification from the committee no later than [INSERT DUE DATE HERE].”

But once the template has been updated to reflect local needs it might read something like this instead:

“Student’s should expect to receive a notification from the committee no later than 15 October 2019.”

This text is highlighted in Red and enclosed in square brackets to make it easy for you to find in the template. When preparing the template for distribution however, it is recommended that you remove the square brackets and replace the text and colour appropriately.

GREEN TEXT

Any text in a Green colour represents content that schools should adapt specifically to their local needs. In many cases, schools may opt to delete all green text completely – if they consider it irrelevant. Other schools may opt to alter the Green text significantly to accommodate local needs. Whatever the case, use wisdom in deciding whether the green text should be modified and updated, or deleted from the document completely.

For example, the template text may read something like this:

“New applicant’s desiring to attend [INSERT SCHOOL NAME HERE] for the first time must also provide:

• a Clearance Letter from their previous school
• an Academic Transcript or Report Card from their previous school
• a copy of their Birth Certificate
• a Statement of Interest, expressing their desire to attend the Church School (see below)
• a Passport Photo
• a Character Reference from a previous Teacher or Administrator”

But once the template has been updated to reflect local needs it might read something like this instead:

“New applicant’s desiring to attend Church College Vaiola for the first time must provide:

• an Academic Transcript or Report Card from their previous school
• a copy of their Birth Certificate
• a Passport Photo
• a Character Reference from a previous Teacher or Administrator”

For convenience, this text is highlighted in Green to make it easy to identify in the template. When preparing the template for distribution however, it is recommended that you update the text and replace the colour and formatting appropriately as shown in the example above.

If you look closely at the enrolment forms that are printed directly from PowerSchool, you will notice that there are certain areas on the forms that display a “Due Date”. If a “Due Date” has not been specified in PowerSchool for a particular form, then you will get an ‘error’ on the form that looks like this:

In order to fix this problem, you need to ensure that “Due Dates” have been specified in PowerSchool for each of the different forms. You can update the “Due Dates” for each form by navigating to the “Schools Info” page in PowerSchool and selecting your school. Click here to go directly to the “Schools Info” page now:

Once you have selected your school and have been directed to the “Edit School” page, scroll down towards the end of the form and look for the section titled: “School Enrolment Information”. Next, select “Due Dates” for each of the forms listed and then click Submit to save your changes:

A checklist appears at the top of some of the enrolment forms and resources. This checklist is provided to help support school offices and office assistants to track and manage enrolment information for individual students more effectively.

In addition to the checklists provided on these paper forms, a digital resource called the “Enrolment Checklist” is available in PowerSchool to help support staff involved in collecting and managing student enrolment information. An article outlining the details of how to best use these checklist resources will be released in the near future.

1. From the Start Page, search for and select a group of students.

NOTE: It is NOT recommended that large numbers of student packs are printed at the same time. A better alternative is to print the Forms or Packs in “batches” – preferably 50 or less students at once. Large batches of forms can be printed, but they can also take a significant amount of time to load and run. It is preferable therefore to work with “smaller” groups of students at a time. It is also highly recommended that a ‘test’ print is run with just a few students selected, before larger “batches” of printing is conducted.

2. With the students selected (in the Current Student Selection), click Data and Reporting -> Reports.

3. Click on: Form Letters+.

4. There are various options for printing Enrolment Forms and/or Enrolment Packs.

For example, the Enrolment Packs category contains forms bundled together in “packs”.

Alternatively, the Enrolment Forms category contains print options for each of the “individual” enrolment forms.

In this example we will attempt to print a BASIC Returning Student Pack which is found in the “Enrolment Packs” category. click on the phrase “Enrolment Packs” to expand the category and view the print options found within that category.

5. Next select the Enrolment Resource that you would like to print. In this example we will choose the English version of the BASIC Returning Student Pack.

6. On the Run sqlFormLetter page:

a) Ensure that the Student Selection is set to the selected group of students

b) Leave Maximum Students Per Page blank

c) Leave the Sort Order set to Last Name

d) Click Submit

7. A new tab will open in your browser and the student data will be displayed. To view or print the data in a more standard format, click one of the “Print These Forms” buttons.

NOTE: The print instructions provided in this article are for the Chrome Browser only. Please use the Chrome Browser for best results. Also, to save on printing costs, it is recommended that double-sided print options are used for printing Enrolment Forms and Packs.

8. A Print Preview page will be displayed. Be sure to adjust the print settings as per your desired output.

a) Select the correct print Destination

b) Leave Copies set to 1

c) Ensure the Layout is set to Portrait

d) Colour should be changed to Black and White

9. Next, expand the “More Settings” menu to optimize your print further:

a) Paper Size should be set to A4

b) Pages per sheet should be set to 1

c) Margins should be set to Minimum

d) Quality can be left at the default setting

e) Scale should be set to Default

f) If a Two-sided option is available it should be selected

g) Headers and Footers should be unchecked

h) Background graphics should be selected

10. When ready, click Print to send the job to the printer.

NOTE: Please remember to “test” your print job first by selecting just one or two students to conduct a “test” print. Once you are satisfied with the print results, then select a larger group of students.

▢ Conduct Registration Workshops and/or Recruitment Activities

Task Steward: School SEC

Key Resource: N/A

Schools may opt to hold registration events or firesides that help communicate information, key dates, and expectations to parents and students regarding the registration/enrolment process.

▢ Print and Distribute NEW Student Registration Packs

Task Steward: School SEC

Key Resource: Teams download

Once the "New Student" resources and forms have been prepared (usually via a Microsoft Word template), print and distribute the registration packs to all potential NEW students.

Open Teams

1. Teams
2. Find and open SCH – Scheduling & Enrolments
3. Click on Files 
4. Open Enrolment Packs
5. Open the folder for your language files
6. Select the file you need

▢ Collect & Process NEW Student Registration Information

Task Steward: School SEC

Key Resource: School Office Staff

Collect and process "New Student" registration information as it is returned to the school office. Use the PowerSchool Enrolment Checklist to correctly track and manage this data. Refer to the following article for full instructions and training on how to properly use this checklist: The PowerSchool Enrolment Checklist Guide

Introduction

Key Definitions

Pre-Approving Students for Registration

Finalizing Enrolment

Locating and Accessing the Checklist

Understanding the Enrolment Status Bar

Understanding and Using the Checklist Sections

Using Section Notes

Understanding and Using the Pre-Enrolled Students Report

Understanding and Using the Enrolment Status Tracking Report

Enrolment Checklist FAQ's

The PowerSchool Enrolment Checklist is designed primarily for managing the steps required to enrol (or re-enrol) a student for an upcoming school year. The checklist has been designed to align with the forms and resources that are used in Pacific Church Schools.

It is important to understand that this checklist has been provided to help manage future enrolments. Other pages such as the “Information” page and “Transfer Info” page should be used for viewing and managing a student’s current enrolment details.

The purpose of this guide is to help users become familiar with the features and functions of the PowerSchool Enrolment Checklist. This guide will not review all features, workflows, and processes associated with the Enrolment Checklist, but will instead give users a general overview of the checklist - and related resources - to help get the process started.

More comprehensive training relating to the checklist can be requested by the schools at any time. Additional documentation, video modules, and face-to-face training workshops will be provided by the Area Office as needs arise.

Pre-Approving RETURNING Students
 Returning Students are given the highest priority for enrolment and are automatically “Pre-Approved” for school registration. By default, all returning students are issued a registration pack in order to register for the upcoming school year.

As registration forms are returned to the school, Office Assistants should use the Enrolment Checklist to complete Sections A, B, and C for all Returning Students. If a student will not be returning to school in the upcoming year, this information should still be tracked and recorded using the Enrolment Checklist.

Pre-Approving NEW Students
New Students entering the LDS system for the first time are NOT automatically “Pre-Approved” for school registration. All NEW students should be “Pre-Approved” by the Enrolment Committee before their details are entered into the Enrolment Checklist.

For example, if 125 registration packs have been handed in by NEW students, but the school only has 100 desk-spaces available, the Enrolment Committee must “Pre-Approve” 100 of these students for processing and place the other 25 students on a waiting list. The registration details from the 100 “Pre-Approved” students would then be entered into PowerSchool and managed using the Enrolment Checklist.

NOTE: Once students have been "Pre-approved" for registration a new student record should be created for them in the PowerSchool database. A new record must be created before you can use the Enrolment Checklist. Follow the directions found in this article in order to setup a new student record correctly: How to Pre-Register NEW Students for an Upcoming School Year.

Waiting Lists
 There is currently no standard template available for “Wait-Listing” students. Schools could use a filing system, or excel spreadsheet to organize and track students on their waiting list. Feel free to create and adopt a system that works for your school and local needs.

NOTE: If any “Pre-Approved” students are eventually declined by the SEC, any students on the “Waiting List” could then be considered for “Pre-Approval” and registration.

Once RETURNING students and NEW students have been Pre-Approved for registration, their details will be gathered and entered into PowerSchool via the Enrolment Checklist. Once all of their registration details have been gathered and entered into PowerSchool correctly, they will attain a status of “Pre-Enrolled”. At this point, they are ready to be reviewed by the Enrolment Committee (SEC).

 Typically, the first three sections of the Enrolment Checklist (A, B, and C) would be completed by an Office Assistant or School Registrar. Once sections A, B, and C are complete, and the student’s Enrolment Status has changed from “Pending” to “Pre-Enrolled”, the responsibility to “Approve” or “Decline” a student’s enrolment shifts to the SEC. The Enrolment Committee should review the list of “Pre-Enrolled” students and either “Approve” or “Decline” students on a regular basis.

Additional SQL reports are also available to the committee to view, track, and manage students as they move through the enrolment process. Consistently reviewing these reports will allow the school to keep on top of enrolment counts, as well as identify which students have (and have not) completed the registration and enrolment process. More information about these various reports will be provided later in this guide.

The Enrolment Checklist Home Page is like a landing page that summarizes the enrolment progress for an individual student. To navigate to the Enrolment Checklist Home Page, click on the link titled "Enrolment Checklist" found on the left-hand Student Navigation Pane.

NOTE: You will need to search for, and select a student from the Start Page in order to view the left-hand Student Navigation Pane.

After clicking on the "Enrolment Checklist" link, users will be directed to the Enrolment Checklist Home Page which looks something like this:

As mentioned earlier in this guide, the purpose of the Enrolment Checklist is to help manage enrolment progress for an upcoming school year. Because of this, multiple "checklists" may exist for any given student. For example, if Sione has been attending a Pacific Church School since 2018, then his registration history from previous years will also appear on the Enrolment Checklist Home Page. In other words, the School Office Staff at his school would have created and used a new "checklist" each year to track and manage his enrolment progress. The screenshot below shows an example of how the Enrolment Checklist Home Page might look for a student that has been in the Pacific Church Schools system for multiple years:

The next screenshot shows an example of how the Enrolment Checklist Home Page would look for a student that has just been added to the PowerSchool database but a checklist has not been generated for the upcoming school year.

The main purpose of the Enrolment Checklist Home Page is to display a summary of the enrolment progress for an individual student as well as act as a landing page for accessing enrolment checklists for past, present, and future years.

As mentioned earlier in this guide, a new checklist should be created each year to track and manage enrolment progress for the upcoming school year. To add a new checklist please do the following:

1. After searching for and selecting a student, navigate to the Enrolment Checklist Home Page, and click on the Add New Checklist button.

2. Use the drop-down menu provided to indicate the year that you would like to create the checklist for. In this example, we will create a checklist for the upcoming 2020 year. After selecting the appropriate year value, click the Submit button to create a new checklist.

3. After clicking Submit, you will be redirected to the Enrolment Checklist Home Page and will see that a new checklist has been created:

Once a checklist has been created for an upcoming school year, a PowerSchool user can access, view, and edit the specific details of that particular checklist via the Enrolment Checklist Home Page. To view and modify the Enrolment Checklist details for a specific year, click on the Edit button located to the left of the Year you would like to modify.

REMINDER: The Enrolment Checklist Home Page only shows a summary of the information contained in each checklist, but by clicking on the Edit button, a PowerSchool user will then be directed to the full Enrolment Checklist for the selected year where they will be able to view, edit, and update all the details relating to enrolment. More information about using individual checklists is provided in the next few sections of this guide.

Enrolment Checklists for previous, current, or future years should NOT be deleted. However, a delete option is available for instances where a "duplicate" checklist may have been created by accident. For example, if a user has accidentally created TWO checklists for the same year and would like to delete one of them, then please follow the steps provided here to delete the "duplicate" checklist.

1. Identify the checklist you would like to delete and then click the edit button to access the full checklist. In this example, we have accidentally created two checklist for the "2020" year, so will attempt to delete the unused/blank checklist:

2. Once you have accessed the checklist, scroll down to the very bottom of the checklist page and click the Delete button.

An Enrolment Status Bar is located at the very top of each checklist and indicates a future student’s overall enrolment progress for the selected year. An screenshot of the Enrolment Status Bar is provided below:

The Enrolment Status Bar is automatically updated whenever a section of the Enrolment Checklist is updated. Each section contains “triggers” that will fire when certain fields are completed. If all the correct “triggers” have been fired, the Enrolment Status field will be updated automatically.

Currently, the different stages of Enrolment can be defined as follows:

The Enrolment Checklist is divided into several major “Sections”. Each of these “Sections” relates to a major stage of the enrolment process and has been designed to help Office Assistants and Enrolment Committee members to manage and track the most important aspects of the Enrolment Process.

NOTE: The checklist does NOT cover ALL aspects of the Enrolment process but attempts to keep the most important “checkpoints” in one convenient location.

When a “Section” of the Enrolment Checklist has been completed correctly, the status of the section will be automatically updated. For example, Section A will have a status of “Pending” if the appropriate fields have not been populated:

However, if the Next Year Grade, Next School Indicator, and Course Registration Completed fields are populated, the status of Section A, will change from “Pending” to “Complete”:
 

NOTE: In the screenshot above, the Year of Graduation field is not populated, but the status has changed from “Pending” to “Complete”. This demonstrates that only specific fields (those with an Asterix) are critical to updating the status of the section. Although it is helpful to fill out every field on the form, only the fields with an Asterix are required to update the status of any given section.

A brief description of each Checklist Section and its purpose is provided below: 

Section A: Course Registration
 Use this section to verify that the correct number of course credits have been requested for the upcoming school year. Also use this section to update the “Next Year Grade” and “Next School Indicator” if blank or incorrect.

Section B: Student Information
 Use this section to verify that the “Student Information” forms have been properly completed and that the information has been transferred to PowerSchool. Also use this section to confirm that the “Student Consents” (found on the information forms) have been signed by the parents.

Section C: Bishop Endorsement
 Use this section to verify that the student has been endorsed by their Priesthood leader. Also record the Priesthood Leader’s contact details in case they need to be contacted for additional information.

Section D: Committee Review
 Use this section to “Approve”, “Decline”, or “Withdraw” a student’s enrolment as per the decision of the Enrolment Committee. Also use this field to confirm that the student should be included in the “Scheduling Build” for the upcoming school year.

NOTE: The fields and text visible in this section will update automatically depending on the selection made in the “Enrolment Committee Decision” box. For example, if “Approved” is selected, a reminder will appear to ensure that the student is issued a “Notice of Acceptance”. However, if “Declined” or “Withdrawn” is selected, a reminder will appear to make sure that the student is issued a “Notice of Declined Enrolment”. See the FAQ section at the end of this article for more information about these notices.

Section E: Tuition and Fees Clearance
 Use this section to verify that a student has paid any outstanding Fees or Tuition. This step in the process will need to be verified in partnership with the Finance Department.

Section F: Needs Based Scholarship Application (Optional)
 Use this section to track and approve students who have applied for a Needs Based Scholarship Application. If a student has been “Approved” for scholarship funding, enter the Approval Date and Approval Amount in the fields provided. Also use the check-boxes provided to track whether the student has been notified appropriately.

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A “Notes” field has been provided in most sections of the Enrolment Checklist. The “Notes” fields should be used by Office Assistants and Enrolment Committee Members to add special notes and information pertaining to a student’s future enrolment. This is an optional field and can be left blank when not in use.

For example, any special notes relating to a student’s endorsement should be added in the “Bishop Endorsement” section of the checklist. Similarly, any notes relating to the “Committee Review” should be added in the “Committee Review” section of the checklist and so on and so on.

Some examples of relevant “Notes” in the Student Information section may include:

• “Student information forms have not yet been received”
• “The student form was not filled out correctly, and we are still waiting for them to be returned”

Some examples of relevant “Notes” in the Committee Review section may include:

• “Student may be moving overseas next year”
• “Student has been endorsed by his Bishop but has had multiple school discipline incidents this year”
• “Student has been performing poorly with grades and may need to repeat next year”

Some examples of relevant “Notes” in the Tuition and Fees Clearance section may include:

• “Tuition payment still pending”
• “Lost library book fees still pending”
•  

  1. UNDERSTANDING & USING THE “PRE-ENROLLED STUDENTS” REPORT   

Typically, the first three sections of the Enrolment Checklist (Sections A, B, and C) would be completed by an Office Assistant or School Registrar. Once these three sections are complete, the student’s Enrolment Status will change from “Pending” to “Pre-Enrolled”. At this point, the responsibility to “Approve” or “Decline” a student’s enrolment will shift to the SEC.

The “Pre-Enrolled Students” report has been designed to help facilitate this process as it lists all students that are ready to be reviewed by the Enrolment Committee. The SEC should review this report on a regular basis (at least weekly or fortnightly) and either “Approve” or “Decline” each student for full enrolment. Most of the time this will be a quick and easy decision, but in certain situations, the final decision may need to be delayed for a future review, if additional information is necessary.

Once a student has been “Approved” by the Enrolment Committee, they are considered officially “Enrolled” for the upcoming school year. At this point, a student will only be “Declined” or “Withdrawn” from enrolment if they fail to pay any outstanding tuition or fees, or if they decide to withdraw themselves from school.

In short, the Enrolment Committee should refer to the “Pre-Enrolled Students” report to officially “Approve” or “Decline” student enrolments.
  

Using the Report

1. Go to Start Page > SQL Reports > Scheduling Phase 3 STUDENT REGISTRATION > 3.1 Pre-Enrolled Student Tracking.

2. Use the field provided to enter the Year of Enrollment. In this example we are reviewing the applications for the 2020 scheduling year and will type “2020” in the field provided. Also decide whether you would like to use the current selection of students for the query. Most of the time, and in this example, the Current Selection would be set to “No”. Click Submit when you are ready to run the report.

3. Once the report has been run, it will list all of the students that are currently “Pre-Enrolled”. In other words, this is the list of students that have been “Pre-Approved” for enrolment and have completed Sections A, B, and C of the Enrolment Checklist. The Enrolment Committee should review this list on a regular basis and either “Approve”, “Decline” or “Withdraw” each student on this list. Use the Edit Checklist button to update the Committee Decision status for each of the students listed.

4. After clicking on the Edit Checklist button the user will be redirected to the Enrolment Checklist page. Scroll down to Section D of the Enrolment Checklist and use the Enrolment Committee Decision drop-down box to update the committee decision for the selected student. Use the Save Progress button to save your changes. Close the browser tab when you are finished to return to the “Pre-Enrolled Students” report.

NOTE A: The Enrolment Committee may choose to update each student in real time as they are working through the list. Alternatively, (especially when internet connectivity is poor) the committee may choose to print a copy of the “Pre-Enrolled Students” report and use the paper copy to mark students as “Approved”, “Declined”, or “Withdrawn”. Later on, when more time is available (or internet connectivity is restored), an Office Assistant, or Committee Member could then use the paper list to update each student 

The Enrolment Status Tracking report is similar to the Pre-Enrolled Students report but does not focus solely on students with a “Pre-Enrolled” status. Instead, the Enrolment Status Tracking report is used to track, manage and update the progress of ALL students regardless of their status. This is a good report to use if the Enrolment Committee wants to take a general inventory of:

• Which students are lagging behind in the enrolment process
• Which students have been approved, declined, or withdrawn by the committee
• Which students have not yet paid tuition
• The number of NEW students registering for the new school year
• Managing and protecting the enrolment capacity of the school

1. Go to Start Page > SQL Reports > Scheduling Phase 3 STUDENT REGISTRATION > 3.0 Enrolment Status Tracking (Grouped)

2. Use the field provided to enter the Year of Enrollment. In this example we are reviewing the students enrolling for the 2020 scheduling year and will type “2020” in the field provided. Also decide whether you would like to use the current selection of students for the query. Most of the time, and in this example, the Current Selection would be set to “No”. Click Submit when you are ready to run the report.

3. The report is grouped by Year Level. Click on a group header to expand or collapse the group. Alternatively use the expand/collapse buttons provided.

4. The report can be used in a variety of ways. Be creative with the Filters and Search Bar to display the information you require. For example, if you would like to view a list of all the students that have been “Approved” for enrolment by the Scheduling Committee, then select “Approved” from the Committee Decision filter.

In this example, the report is listing 16 students from a total of 388, that have been “Approved” by the committee for enrolment. The number of “Approved” students will grow day by day and week by week as the committee continues to review and approve students on the “Pre-Enrolled Students” report. This example also shows that there is a “Note” included for some of the students. The text for the “note” can be revealed if the user hovers over the yellow icon. At any time, users can click the Edit Checklist button to view or update the checklist for a particular student.

1. ENROLMENT CHECKLIST FAQ’S   

   1. What is the purpose of the “Notice of Acceptance” and where can I find it?

When a student’s enrolment has been formally approved the by the Enrolment Committee, the student is to be issued a “Notice of Acceptance”. Currently, there is no standard template or process for doing this, so it is up to each school to decide how this information is communicated.

Ideally, a letter would be sent to inform the student of their acceptance as well as notify them of any additional items they must take care of before they start their first day of school. However, in the islands, it is not always convenient to issue individual letters. Schools may opt instead to place a list of “Enrolled” students on a public noticeboard to inform students en masse. Alternatively, they may choose to call each parent to inform them of their child’s successful enrolment.

Whatever method is used at your school, please be clear with students and parents about the official process for accepting and declining enrolment requests. Parents should never “assume” that their child has been accepted or declined for enrolment – there should always be an official communication between the school and parent whether it be via letter, phone call, or some other means.

The process for informing RETURNING students of their successful re-enrolment may be less formal, but in all cases, students should be somehow notified of their “Acceptance” and made aware of any conditional requirements such as the payment of fees etc.

When a student’s enrolment request has been declined the by the Enrolment Committee, they are to be issued a “Notice of Declined Enrolment”. Currently, there is no standard template for this “notice” so it is up to each school to decide how that “notice” should be communicated whether by formal letter, phone call, or some other means.

Did you find it helpful? Yes No

• Using the NEW Student Enrolment Resources
• Using the RETURNING Student Enrolment Resources
• The PowerSchool Enrolment Checklist Guide
• Student Enrolment Forms and Packs
• How to Enrol NEW Students for the Current School Year
• How to Pre-Register NEW Students for an Upcoming School Year
• Managing Enrolment Data Effectively
• Recording MRN’s in PowerSchool

▢ Distribute Needs Based Scholarship Application Forms

Task Steward: School SEC

Key Resource: PowerSchool & MS Teams

If Scholarship application forms were not distributed in conjunction with the registration forms and packs, be sure to distribute them well before the deadline of 30 November.

▢ Collect Tuition

Task Steward: School SEC

Key Resource: N/A

Tuition reminders and notices should be sent too parents and students periodically during the registration phase. This is an on-going process, but it is advisable to start this process early and send reminders to the community as needed.

▢ Conduct Placement Testing (Optional)

Task Steward: School SEC

Key Resource: School Office Staff

If placement testing is required for students attending your school, be sure to conduct placement testing within an appropriate time-frame as part of phase three of the Scheduling & Enrolment process.

▢ Collect Student Images (Optional)

Task Steward: School SEC

Key Resource: School Office Staff

Student images can help enhance the PowerSchool experience. It is best to collect student images and/or take photos of students as their registration forms are handed in. Consider taking and/or collecting student photos if they have not yet been collected.

▢ Reconfirm Bishop Endorsements (Optional)

Task Steward: School SEC

Key Resource: School Office Staff

Some schools opt to "reconfirm" Bishop Endorsements closer to the end of the current school year, or towards the beginning of the new school year. This is because the endorsement status may have changed between the date of "registration" and the date of "enrolment". In most cases it is unlikely that an endorsement has changed, but if schools are concerned about certain students they can either contact Bishops directly about individual students OR send lists of endorsed students to Bishops and ask them to reconfirm the endorsement of all the students listed.

Please contact the Area EdTech Team if you would like help with exporting lists from PowerSchool for re-confirming Bishop Endorsements.

▢ Process and Finalize Registrations and Enrolments

Task Steward: School SEC

Key Resource: PowerSchool 

Continue to collect and process student registration information as it is returned to the school office. Refer to The PowerSchool Enrolment Checklist Guide for full instructions on how to use this checklist.

▢ Regularly Review the "Pre-Enrolled Students" Report

Task Steward: School SEC

Key Resource: PowerSchool 

Review the "Pre-Enrolled Students" report on a regular basis (usually weekly) to approve or decline formal enrolment for students that have completed the key steps of the registration process. Refer to this link for more information about Understanding and Using the Pre-Enrolled Students report.

▢ Regularly Review the "Enrolment Status Tracking" Report

Task Steward: School SEC

Key Resource: PowerSchool 

Review the "Enrolment Status Tracking" report on a regular basis (usually weekly) to monitor enrolment process of individual students. Refer to this link for more information about Understanding and Using the Enrolment Status Tracking Report.

▢ Send Appropriate Enrolment "Notices" to Students

Task Steward: School SEC

Key Resource: School Office Staff

Students should be informed when they have been approved, declined, or wait-listed for enrolment. Refer to the following articles for more information about this task:

Enrolment Checklist FAQ's

Pre-Approving Students for Registration

• Getting Started Guide (JUN)
• Phase One Scheduling Guide: Review (JUL)
• Phase Two Scheduling Guide: Course Registration (JUL-AUG)
• Phase Three Scheduling Guide: Student Registration (AUG-SEP)