Powerschool Basics Quick Reference Card

PowerSchool Basics Quick Reference Card

PowerSchool Basics Use the main menu on the left to navigate and use PowerSchool’s functions, reports, student information, and much more. Learn the basics of PowerSchool, including signing in, basic The main part of the Start Page, beneath the navigation toolbar navigation, searching for student records, working with individual and to the right of the main menu, contains the search field for student records, and using group functions. students, staff, and student contacts. Under What’s New, click Read More to read the latest features added to PowerSchool. Sign In and Basic Navigation

In the address bar of the browser, type the URL of the server, plus Searches the extension that matches your level of access to PowerSchool: On the Start Page, use the built-in shortcuts to browse for students • Administrators: http://[yourserver]/admin by the first letter of their last names, their grade levels, or by their genders. Enter a last name or student number to find a student's • Teachers: http://[yourserver]/teachers record. • Substitutes: http://[yourserver]/subs • Parent/Student: http://[yourserver] Search Commands

Besides the built-in shortcuts to searching for students by grade When you navigate to the parent/student URL, /public is level, first letter of last name, or gender, search for student added by default. records using fields, comparator symbols, and text to locate the student or students based on matching attributes. Start Page When you create a search command, it consists of three parts: Familiarize yourself with the Start Page as it's the launching point [Field name] [Comparator] [What you’re looking for] whenever you log in to PowerSchool. first_name = James The header section includes the PowerSchool logo, the “Welcome, [username]” greeting, and two links: one for the Help page and In the search area of the Start Page, click View Field List to see a one for signing out. The PowerSchool logo appears at the top of list of student field names. Use comparator symbols in search most pages in PowerSchool. Click the logo to return to the Start commands to compare a value to what you’re looking for. Page. Symbol Means Does Example The navigation toolbar includes the School menu, the Term menu, the breadcrumb navigation path, the Notifications icon, the Report = Equals Finds exact match First_name=cody Queue icon, and the Printer icon. < Less than Finds all matches Grade_level<11 less than the

Symbol Means Does Example Symbol Means Does Example

number you enter # Does not When used as a Football# equal search command, > Greater Finds all matches Grade_level>3 Returns all returns all than greater than the students who matching results number you enter have the Football check box <= Less than Finds all matches Grade_level<=10 selected or equal less than or equal Football#1 to to the number When used as a you enter comparator, finds Returns all everything that students who Greater Finds all matches Grade_level>=4 >= doesn’t match don’t have the than or greater than or what you entered Football check equal to equal to the box selected number you enter Contains Value is Finds all matches Street contains in One of Finds all matches Last_name in contained where what maple smith,jones these that contain one in the you’re looking for values is of the items you field is anywhere in the present in entered field the field !contain Value is Excludes matches Street !contain @ Wildcard Fills in unknown last_name=@ski not to what you typed maple information in the Finds any student contained search whose last name in the ends with “ski,” field such as Kowalski

Other commands can be added to a search to look for student status information.

Command Use

alert_medical# For students with medical alerts

/enroll_status=-1 For preregistered students

enroll_status=0 For active students only

Command Use 4. Press Enter

/enroll_status#0 For any student who isn’t active You should have two different groups of students in the results area. /enroll_status=1 For inactive students only 5. Click Within to find the students who are listed in both the /enroll_status=2 For transferred-out students current selection and the search results, and make those students the current selection /enroll_status=3 For graduated students 6. Click Add to add the football players to the current selection /enroll_status=4 For historical grades imported for students of students who were never active in the PowerSchool 7. Click Subtract to find the students who are listed in both application areas, and remove them from the current selection mother contains - For mothers who have hyphenated names 8. Click Set to make the football players the current selection and replace the original current selection

Compound Searches Selections by Hand Use a compound search to combine two or more searches into one Once you’ve selected a group of students, select individual and perform multiple searches simultaneously. Separate the search students for a more defined sub-group. commands with a semicolon (;), which means “and.” 1. Below the current selection, click Select By Hand Example: grade_level=9;street contains Maple 2. Clear the Student column header check box Advanced Searches and Current Selection 3. Select the students you want in the group Use the Advanced search options to refine, add, or subtract from 4. Click Update Selection the search results. When you check Advanced on the Start Page, you separate the search results from the current selection. You are The students you selected are now the current selection. verifying that the search worked before making the students the current selection. Stored Searches

1. On the Start Page, select a grade level Create a stored search when you know you’re going to run the 2. Check Advanced same set of search commands routinely. 3. In the search field, delete the search command and enter 1. On the Start Page, click Stored Searches football# 2. Click New 3. Give the search a descriptive name

4. In the Search instructions box, enter the search commands Search Code Does Example

For compound searches, enter one command per line. *not_enrolled_in Finds students *not_enrolled_in =SOC1200 5. Click Submit who are currently not 6. Click Run Search to verify that you entered the search enrolled in the correctly specified course *has_completed_ Finds students *has_completed_ Search Codes course who have at course=SOC1200 least one Use search codes in the first part of a search command. Place a historical grade search code in the same position as a PowerSchool field. Also, on entry for the the Start Page, click View Field List and scroll to the bottom of specified course the field list to see a list of the available search codes. *has_not_ Finds students *has_not_completed= who do not have SOC1200 Search Code Does Example completed any historical *birthday Finds students *birthday=today grade entries for whose birthdays *birthday=4/1 the specified are today, on a course *birthday>=4/1; certain date, or *cumulative_ Finds students *cumulative_credit_ *birthday<=4/30 in a specific with the hours=12 credit_hours *cumulative_credit_ range specified number hours<15 *as_of=8/31/2017 of credit hours *as_of Finds students *cumulative_credit_ who were active hours>5 on the specified *number_of_ Finds students *number_of_classes= date who are 5 *not_enrolled_in_ classes *not_enrolled_in_ Finds students currently *number_of_classes< period=4 period who are not enrolled in the 5 enrolled in a specified number *number_of_classes> course for the of classes 5 specified period *number_of_classes# *enrolled_in Finds students *enrolled_in= 6 SOC1200 who are *attendance_ Finds students *attendance_points> currently *enrolled_in= who have the 9 points enrolled in a SOC1200.4 specified number specified course *attendance_points of attendance (S1)>9 and section points in any *attendance course, during a _points(8/28/17, Copyright © 2018 PowerSchool Group, LLC or its affiliates. All rights reserved. 4 PowerSchool Basics

Search Code Does Example Enable Smart Search at the District Level specified term, 12/20/17)>9 You must enable Smart Search at the district level first, before you or between a can use the Smart Search feature. specified range 1. On the Start Page, switch to the district office of dates 2. Click District *hours_requested Finds students *hours_requested<6 who have course *hours_requested>8 3. Click Miscellaneous requests for the *hours_requested=10 4. Check Enable Smart Search specified number of credit hours 5. Click Submit *special_program Finds students *special_program= who are enrolled resource Enable Smart Search at the School Level in the specified Once enabled at the district level, you must enable Smart Search special program for each user. The security settings may affect your ability to *fee.fee_balance Finds students *fee.fee_balance>0 enable the feature or the entry choices for the field. Contact your who owe money PowerSchool administrator for more information. on their student fee accounts 1. On the school Start Page, click Personalize *secondarystudent Finds students *secondarystudents= 2. Click Interface all s who are 3. Check Enable Smart Search scheduled in classes at your 4. Check Include Inactive Student/Staff Results (optional) school but attend 5. Click Submit another school in the district More Search Options Smart Search The Start Page contains more options to find students and other users. Smart Search is an auto-completion feature that works with the search field. Once enabled, as you type in the search field, you will You’ve explored the links on the Students tab but use the Staff tab see a suggestion menu below the field relating to possible student to find teachers and staff members at the school. or staff names, fields, or stored searches. Use the cursor to select Use the Contacts tab to find contacts who are associated with one of the suggestions or continue typing in the field. students, along with users who have PowerSchool Parent Portal accounts.

Find another helpful search tool on the Teacher Schedules page. To 2. Click the current grade to view scores and PowerTeacher view individual teacher schedules and class rosters, click Teacher Pro assignments Schedules in the main menu and select a teacher. View the 3. Click a recorded attendance number to open the Dates of teacher’s class roster for a section by clicking the enrollment Attendance page number. You can make those students the current selection or add those students to the current selection. Demographics In the student pages menu, click Demographics to change student information, such as home or mailing address, parents' Individual Students employers or phone numbers, or to add an alias name for a Select an individual student to access the student pages. The student. pages you see will vary based on the security settings. The student pages contain the student’s information, including attendance, Contacts grades, demographic information, log entries, and class schedules. To view all of the contacts listed for a student, click Contacts. Change the order of the contacts by using the arrows in the Order Arrows column to move a contact up or down the list. View the contact At the top of the main menu, next to the breadcrumbs, use the type to help determine when to call a contact. arrows to the right and left of List (#) to move between the next 1. To add a student contact, on the top-right side, click Add and previous student records respectively. Using this feature, staff members can find parent or guardian phone numbers for several 2. To edit the student contact's information, on the right side, students with just a couple clicks. click the Edit icon (looks like a pencil) 3. To remove a student contact, on the right side, click the Switch Student Delete icon (looks like a – sign)

To find an additional student’s contact information after setting Access Accounts your current selection, click Switch Student in the main menu to search for an additional student by his/her name. Once located, On the Access Accounts page, give students and parents access to that student’s record will open on the same student page. the student and parent portals and assign them usernames and passwords. Quick Lookup 1. Check Enable Student Access Use the Quick Lookup screen to see at a glance the student's 2. Check Enable Parent Access name, grade level, school, class schedule, reported grades, and 3. To generate usernames and passwords for the student and attendance data. parent, click Auto-assign IDs and Passwords for this 1. Click the teacher's name to send an email student 4. To add another student contact, click Add New Contact

Family Emergency/Medical In PowerSchool, students from the same family can be linked in Find a student's emergency contact information on the Emergency order to share and update family information once. Contact/Medical page. The student's doctor, dentist, special medical considerations, and allergies are all listed here. 1. From the main menu, click Family to open the "Students with Shared Family Information" page Use the Emergency/Medical student screen to add an alert for teachers and staff to view any urgent or important medical 2. If no family members appear, click Search for Additonal considerations. Family Members 1. From the student pages menu, choose 3. Enter information to help narrow the search Emergency/Medical 4. Click Submit 2. In the Medical Alert Text box, write a short description of 5. In the list of possible family members, find the student's the medical condition or allergy family member(s) 3. At the bottom of the page, click Submit 6. To copy the student's demographic information to the new Learn more about this alert, which will appear at the top of any family contact and to indicate they are related, click Copy student page, and the five other student alerts used in 7. If you want to only establish the family relationship but not PowerSchool in the following table. copy any information, click Related Student Alerts Health View, modify, or add one of PowerSchool’s six student alerts to Student records require tracking of immunizations, provided track important student information. You'll find these alert icons at screenings, administration of medication, and more. Since student top of the student pages. health information is protected by laws and regulations, this information is visible to only users with certain permissions. Alert Use Symbol 1. From the main menu, click Health Medical Alert View warnings about 2. On the Immunizations tab, view, add, or modify the a student’s health, student's immunizations record such as dietary restrictions, 3. On the Screenings tab, view, add, or modify the student's medication screening records schedules, or allergy 4. On the Office Visits tab, view, add, or modify the student's information office visits record to view the details of when medication Guardian Alert View information was administered about the student’s 5. On the Grade Level Entry Certificates tab, view, add, or parents or modify the student's grade level entry certifications guardians, such as

Alert Use Symbol Enter a Log Entry custody court orders Use log entries to create permanent records of student interactions with staff, such as discipline incidents, visits to the nurse's office, Discipline Alert View information or meetings with a counselor. The Log Entries student page regarding behavior contains a list of all the logs related to a student. at school, such as a recent suspension 1. Search for and select a student 2. From the student pages menu, click Log Entries Balance Alert View the amount of student fees owed 3. Click New and the balance of the student’s lunch The Date, Time, and Author fields are filled in automatically. account 4. From the menu, choose a log type Birthday Alert View a reminder of a 5. Choose a subtype student’s birthday within one week of 6. If entering a discipline log, select a consequence from the the date menu 7. Enter a title for the entry 8. In the Log Entry Text box, enter a description for the log Other Alert View reminders entry regarding the 9. If additional information is required by the policies of your student’s status, state or region, enter it in the appropriate fields such as times the student needs to attend study hall

Schedule Views The information you need depends on the circumstances but locating a student on campus is one of the most common requests. Use the following pages to find current-year schedule information:

• Bell Schedule View 10. Click Submit • List View • Matrix View

Incidents Group Functions Under Administration on the student pages menu, click Incidents Once you select a group of students, you can perform a variety of to view, edit, or create a new incident report. You can search tasks. student incidents by date range, incident title, incident ID, or incident type. When creating an incident report, you can include reporters, victims, offenders, and witnesses with codes and Store a Selection descriptions that can be used for reporting incidents. Create a stored selection of students when you will be working with the same group of students routinely. Activities 1. Search for a group of students On the student Activities page, you can indicate the extracurricular 2. Click the Select Function arrow and choose Save Stored activities a student is involved in by checking the box next to the Selection activity in the list. 3. Give the selection of students a descriptive name, such as Top Students or Discipline Watch Print a Report for an Individual Student 4. From the list of options, select SAVE the current Generate a report for a single student using built-in report selection with a new name templates. 5. Click Submit 1. Search for and select a student The new selection appears in the list below the options. 2. From the student pages menu, click Print A Report

3. From the “Which report to print” menu, select a report List Students 4. Determine the enrollment period if you are printing schedules, or the time period if you are printing a fee list Use the List Students function to create a quick report of student information by selecting certain fields. 5. Select a watermark (optional), and choose when to print (default is ASAP) 1. Search for a group of students 6. Click Submit 2. Click the Select Function arrow and choose List Students 7. On the “Report Queue (System) - My Jobs” page, click 3. Enter a report title, such as Student Helpers Refresh to update the status of the report 4. Type a field name, or click Fields and select a field from the 8. When the status says Completed, click View Fields list 9. Use your browser’s print function to print the report 5. Enter a name for the column title

For example, if you added lastfirst under Field Name for column 1, then enter Name under Column Title for column 1.

6. Specify what additional columns you want on the list by Perform a Quick Export adding more field names and column titles Export student information to work with data using an external 7. Select Gridlines if you want lines between rows and spreadsheet application. columns 1. Search for a group of students 8. Indicate which field you want to sort the list by 2. Click the Select Function arrow and choose Quick Export 9. Click Submit 3. In the text entry box, enter the field names for the information that you want to export (one per line) 4. Click Fields to see a list of field names

Print Mailing Labels

Print mailing labels directly from PowerSchool for an efficient way to send mass mail. 1. Search for a group of students 5. When you finish selecting fields to export, click Submit 2. Click the Select Function arrow and choose Print Mailing 6. Save and open the file using a spreadsheet application Labels 3. From the menu, choose the mailing label layout to print View Student Screens 4. Select how many pages to print, the sort order, and when Use the Student Screens function to navigate to the same student to print the report page for a selection of students. 5. Click Submit 1. Search for a group of students 6. Refresh the report queue 2. Click the Select Function arrow and choose Student 7. When the status says Completed, click View Screens 8. Use your browser’s print function to print the report 3. From the menu, choose the student page you wish to view for the selection of students 4. Click Submit 5. Click a student’s name from the left-side menu 6. Click the name of each student whose student page you want to view