<p> PowerSchool Cheat Sheet</p><p>Identifying fields with Missing or Incorrect Data</p><p>Operating District Number: /MI_SCMOperISDESANum= Resident County Code: /MI_Resident_County_Code= Resident LEA Number: /MI_SRSD_StudResLEANum= District of Residence: /DistrictofResidence= Student Residency (Membership): /MI_SRSD_StudResMembership= School Number: /MI_SRSD_AdminUnit= Birth City: /MI_SRSD_BirthCity= (OBSOLETE FIELD) Date of Birth: /DOB= Ethnicity: /Ethnicity= Street: /Street= City: /City= Zip: /Zip= Gender: /Gender= UIC Codes: /MI_SRSD_StudentUIC= District Entry Date (Modify Info): DistrictEntryDate=</p><p>Pre-Registered and no UIC code: /Enroll_status=-1; MI_SRSD_StudentUIC=</p><p>SchoolID = Enrollment_SchoolID – verify by exporting all students and compare these columns using Excel</p><p>Before each count period 10/30 Day Rule: MI_SRSD_10_30_DayRule – clear field value</p><p>Student Field Value: MI_Scmoperisdesanum to “59” Delete FTE value for students who have exited the district using Student Field Value change: /ExitDate<current date MEIS_FTE_in_gen_ed change to 0.00 MI_SpEd_FTE52 change to 0.00 MI_SpEd_FTE53 change to 0.00</p><p>ExitCode=19;ExitDate<00/00/0000 (check students coded to “continue” who have left district)</p><p>Delete LunchStatus for students who have exited the district using Student Field Value change:</p><p>Verify what students are coded “Do not include in Official SRSD Export”: Include_time_share=2 Any student who has previously been submitted for Student Record Maintenance in the fall Any student pre-registered to start after current count Any student who attends in our building from an ISD program and does not generate FTE Run “General Collection Validation Report”</p><p>Official Enrollment Student Roster Reports / State Reports / Official Enrollment Student Roster Right click on “View” / Save link as .txt on Desktop / open with Excel as tab delimited ***Delete DK students ?????? ***Add section 53 fte to special ed column and total column ***Look for fte < 1.00 and send to secretaries for double check</p><p>Copy Header Row Template and import into Access: Pupil Accounting Membership File - make sure previous student data has been deleted Use Query to filter building data to create individual Membership and Residency Reports for count Use as a cross reference with the MI SRSD Extract file below to confirm FTE</p><p>Header Row Fields SchoolID Zip District Name DOB Residency Grade ID Gen Address Enrolled SpEd City Gender Total State Rule School ***A pivot table can be created that will summarize this data. Layout is as follows: Grade Total</p><p>Right click on the table / Select Entire Table / Edit / Copy / Paste Special / Value and Number formats</p><p>*** Use subtotals option listed under “Data”</p><p>MI SRSD Extract Start / Select Students / All Reports / State Reports / MI SRSD Right click on “View” / Save link on Desktop Open Excel, import file and place breaks as follows: 2, 4, 9, 14, 19, 44, 59, 60, 74, 81, 101, 121, 141, 148, 165, 176, 178, 188, 195, 201, 203, 213, 341, 343, 346, 354, 376, 380, 384, 387, 389, 393, 396, 399, 403, 408, 410, 557, 559, 561, 563, 565, 567, 570, 590, 593, 614, 616, 626, 860, 870, 880</p><p>***Total of columns P, AC and AD should total OESR above.</p><p>75% Attendance Report: Reports / State Reports / Refresh Attendance Views Data (“Refresh” between each count) Reports / Run Reports / ADA/ADM by Date View report / right click / Select All / File - Save As .txt on desktop Open in Excel / Create formula</p><p>MI General Collection – generates the XML file for MSDS Homeless Students: Start Page: Homeless# MI_SRSD_StudentUIC SchoolID Grade_level Last_name First_name Homeless LunchStatus MI_SRSD_StudResLeaNum MI_SRSD_StudResMembership</p><p>List Students (field names) *count (#) last,first (Student) grade_level (Grade) schoolid (Building) Homeless (Homeless Status) LunchStatus (SNE) *** all homeless students should receive free lunch (F)</p><p>Foreign Exchange Students: Start Page: MI_SRSD_PrgmElig_IntStud# MI_SRSD_StudentUIC SchoolID Grade_level Last_name First_name MI_SRSD_PrgmElig_IntStud MI_SRSD_BirthCity EntryDate</p><p>List Students (field names) *count (#) last,first (Student) grade_level (Grade) schoolid (Building) MI_SRSD_BirthCity (Country) MI_SRSD_PrgmElig_IntStud (Foreign Exchange)</p><p>Non-Resident Students Start Page: MI_SRSD_StudResMembership=06 SchoolID Last_name First_name Grade_level MI_SRSD_StudResLeaNum MI_SRSD_StudResMembership Meis_fte_in_gen_ed MI_SpEd_FTE52 Supplemental Nutrition Eligibility Students: SchoolID MI_SRSD_StudentUIC Student_Number Last_name First_name Grade_level LunchStatus</p><p>LEP Start Page: MI_SRSD_PrgmElig_LEP=1 MI_SRSD_StudentUIC Last_name First_name SchoolID Grade_level MI_SRSD_PrgmElig_LEP MI_LEP_Enrollment MI_LEP_Title3 MI_LEP_Title3_ImmEd MI_LEP_Pupil_LimEng MI_LEP_LocFundPgm MI_LEP_CountryOrigin MI_LEP_PrimaryLanguage MI_LEP_ExitCode MI_LEP_ExitDate</p><p>List Students (field names) *count (#) last,first (Student) grade_level (Grade) schoolid (Building) MI_SRSD_BirthCity (Birth City) MI_LEP_CountryOrigin (Origin) MI_LEP_PrimaryLanguage (Language) MI_SRSD_PrgmElig_LEP (LEP)</p><p>Migrant Start Page: MI_SRSD_PrgmElig_MigrantED=1 MI_SRSD_StudentUIC Student_Number SchoolID Last_name First_name SchoolID Grade_level MI_SRSD_PrgmElig_MigrantED MI_MigrantEd_EntryDate MI_MigrantEd_PrgmFunding MI_MigrantEd_Instruct_LangArts MI_MigrantEd_Instruct_LEPESL MI_MigrantEd_Instruct_Math Special Education</p><p>Start Page: MI_SRSD_PrgmElig_SpEd=1 MI_SRSD_StudentUIC MI_SRSD_PrgmElig_SpEd SchoolID Grade_level Last_name First_name MI_SpEd_Teacher MI_SpEd_PrimaryDisability MI_SpEd_AdditionalDisability MI_SpEd_IEPDate MI_SpEd_ResofIIEP MEIS_FTE_in_gen_ed MI_SpEd_FTE52 MI_SpEd_FTE53 MI_SpEd_PrgmServiceCode1 MI_SpEd_SupportServices1 MI_SpEd_SupportServices2 MI_SpEd_SupportServices3 MI_SpEd_SupportServices4 MI_SpEd_SupportServices5 MI_SpEd_PrimaryEdSetting MI_SRSD_StudResLeaNum MI_SRSD_StudResMembership</p><p>Special Ed Residency Start Page: MI_SRSD_PrgmElig_SpEd=1;MI_SRSD_StudResMembership=06 SchoolID Last_name First_name Grade_level Street City Zip MI_SRSD_StudResLeaNum MI_SRSD_StudResMembership Meis_fte_in_gen_ed MI_SpEd_FTE52</p><p>Quick Data Check for each Special Ed Caseload by Teacher MI_SRSD_PrgmElig_SpEd=1;MI_SpEd_Teacher=y (using list staff) MI_SpEd_PrgmServiceCode1 Last_name First_name DistrictofResidence MI_SpEd_FTE52 MI_SpEd_FTE53 MEIS_FTE_in_gen_ed Prior year data in certain fields must be cleaned out each year</p><p>Expulsion – MI_StdntExplus_IncidentDate#</p><p>Homeless – Start (Homeless#) / Student Field Value / Clear Field Value Homeless</p><p>Early Childhood Enrollment – Start (field#) / Student Field Value / Clear Field Value MI_StuEnrollEC1 MI_ECProgramStartDate MI_ECProgramEndDate MI_StuEnrollECExReas MI_ECDeliveryMethod MI_ECDaysPerWeek MI_ECHoursPerDay Verify that no students are coded “Do not include in Official SRSD Export”</p><p>TIPS AND TRICKS</p><p>View all of a students information on one screen. View only, no changes can be made. Start Page > Student Selection > Right click on screen This Frame / Open frame in new window Change url from “frn” to “mcr” File / Print</p><p>Information / Modify Info to view or change: District Entry Grade Level School Entry Date School Entry Grade Level</p><p>A field MUST be populated before it will show up in the field list.</p><p>Mass changes can be made: Student Selection / Student Field Value / Select Field to change</p><p>= Equals first_name=Jamaal < Is less than grade_level<11 > Is greater than grade_level>3 <= Is less than or equal to grade_level<=10 >= Is greater than or equal to grade_level>=4 # Does not equal football# (football is not blank) In The value is present in the field last_name in yang,holt Contains The value is contained in the field street contains maple @ Wildcard first_name=jacq@ ; A semicolon between search commands means “and”. You can use up to 37 semicolons. A checkbox field stores a value of “1”. The “*” is a data access tag in PowerSchool. The “+” sign is used to combine criteria in one search: football=1+soccer=1 will yield students in both sports Document .dat codes * means system is doing a calculation. Multiple Selections Use a comma between criteria, a semi-colon between fields: grade_level in 9,11;gender=f Nesting searches will also drill down to specific criteria</p><p>Enrollment Status Current students only /enroll_status=0 Pre-enrolled students /enroll_status=-1 Inactive students (not very often) /enroll_status=1 Transferred out /enroll_status=2 Transferred out /enroll_status#0 Graduated (should not see) /enroll_status=3 Historical data /enroll_status=4 The enrollment status will display on the student demographic page. Students in kindergarten registration will have an enrollment status of -1.</p><p>Always include student number in an export. This will allow the data to import back into PowerSchool.</p><p>Importing into PowerSchool Use student_number or DCID Codes must match Must be .txt format Use bldgid if importing from district office Import / Export / Quick Import Select table – Students Browse for import file Suggest field map Exclude first row – yes Update student records</p><p>Identify students with “No” or “Incomplete” schedules, you can use the following special search commands Start page/ *number_of_classes<1 (for students with no schedules) *number_of_classes<12 (for students with incomplete schedules; adjust number based on number of requests) *not_enrolled_in_period=1 (for students with no class that period)</p><p>To search for students by enrollment date: EntryDate >= 1/5/09 – all students enrolled after January 5, 2009 /ExitDate <= 1/20/2009 – all students who exited before January 20, 2009</p><p>List of field names: http://powerschool.greenville.k12.mi.us/admin/?ac=structure Student [01] Table 1 CC [04] Table 4 Teacher [05] Table 5 Courses [02] Table 2 Sections [03] Table 3 StoredGrades [31] Table 31 Excel Tips:</p><p>To compare the contents of two different cells with same data =IF(A2=B2,"OK","Problem")</p><p>To select just a portion of a cell Formula: =LEFT(A1,3) Formula: =RIGHT(A1,3)</p><p>To join the contents of two cells Formula: =CONCATENATE(A1," ", B1)</p><p>Civil Rights Department Compliance Query:</p><p>*as_of=00/00/0000</p><p>MI_SRSD_StudentUIC First_name Last_name SchoolID Grade_level Gender MI_SRSD_PrgmElig_GiftTal MI_SRSD_PrgmElig_LEP MI_SRSD_PrgmElig_SpEd MI_ethnAfr MI_ethnAsi MI_ethnInd MI_ethnLat MI_ethnPac MI_ethnWhi</p><p>For an electronic copy, e-mail Laura Siek at [email protected]</p>