Transfer out of School

ow to Transfer Out of School

This function transfers the student out of your school. Use it to transfer a group of students or an individual. It is especially useful when a family moves and you want to transfer all siblings at once.

1. On the start page, search for and select the student(s).
2. Click or select Functions. The Functions or Group Functions page appears.
3. Click Transfer Out of School. The Transfer Student Out page appears.

   

4. Use the following table to enter information in the fields:

Field	Description
Who will be transferred out	The name(s) of the selected student(s) appears.
Transfer Comment	Enter any comments related to the transfer.
Date of transfer	Enter the date of the transfer using the format mm/dd/yyyy or mm-dd-yyyy. If you do not use this format, an alert appears. If you submit the date with an incorrect format, the date field will be submitted as a blank entry.
Exit code	Choose the exit code from the pop-up menu.
Also Transfer out of selected programs	If the student is currently enrolled in any special programs then these programs will be displayed. Select those which the student should be withdrawn from when they are transferred.

5. Click Submit. PowerSchool notifies you that the student has been transferred.

   

Note: The student’s status is now inactive. From now on, when you want to open the student record, you must enter a forward slash (/) before the student’s last name when entering it in the Student Search field.

If you know that the student or group is transferring to another school that shares your PowerSchool system, you must also transfer the record(s) to that school before the student(s) can be enrolled there. For more information, see the section "How to Transfer to Another School."

How to Reenroll in School

Reenroll a student in your school after he or she has previously left. You cannot transfer a student to your school while that student is still enrolled at another school on your system. The transferring school must also be on the same PowerSchool system as your school.

Note: If the student is transferring from a school that uses the same PowerSchool system as yours, the sending school must transfer the student to your school before you can reenroll that student.

1. On the start page, search for and select the student.
2. Click Functions. The Functions page appears.

   

3. Click "Reenroll in School." The "Reenroll a Student" pages menu appears.

   

4. Use the following table to enter information in the fields:

Field	Description
Student to Reenroll	The selected student appears.
Date of Reenrollment	Enter the date of the reenrollment using the format mm/dd/yyyy or mm-dd-yyyy. If you do not use this format, an alert appears. If you submit the date with an incorrect format, the date field will be submitted as a blank entry.
Entry Code	Choose the reason for the enrollment from the pop-up menu.
Entry Comment	Enter any comments related to the reenrollment.
Grade Level	Choose the student's current grade level from the pop-up menu.
Restore class enrollments?	Choose either Yes or No from the pop-up menu. Restoring the enrollments creates new enrollment records and aids in reports, such as the "Enrollment by Section" report.
Full-Time Equivalency	Choose the multiplier to calculate full-time equivalency from the pop-up menu.
Membership Share	Choose the multiplier to calculate the membership share from the pop-up menu.
Tuition Payer	Choose the method of tuition payment from the pop-up menu.
Special Enrollment Code	Choose an enrollment code from the pop-up menu.
Enrollment Type	Choose an enrollment type from the pop-up menu.

5. Click Submit. PowerSchool notifies you that the student has been reenrolled.

   

Enroll a new Student

How to Enroll a Student When PowerSchool is set up at your school, the data for most students is imported from your previous system. However, there will always be students who must be enrolled individually because they are new to your school. If you have the proper permissions, enroll an individual student in your school. On the start page, choose Special Functions from the main menu. On the Special Functions page, click Enroll New Student. The Enroll New Student page appears. Use the following table to enter information in the fields: Field Description Student Name Enter the student name (last, first, middle initial). Student Number Enter the student number. If you leave this blank, PowerSchool will assign one to the student. Social Security Number Enter the student Social Security number. Phone Number Enter the student's phone number. Enrollment Date If it is not the date displayed, enter the student enrollment date using the format mm/dd/yyyy or mm-dd-yyyy. If you do not use this format, an alert appears. If you submit the date with an incorrect format, the date field will be submitted as a blank entry. Grade Level Choose the grade level the student will be in when he or she enters your school from the pop-up menu. Entry Code Choose the reason the student is entering your school from the pop-up menu. Fee Exemption Status School and course enrollment fees are automatically assigned to students when they enroll in school or in a course. Students can be exempted individually from having these fees assigned to them automatically by using the Fee Exemption Status pop-up menu. While you can indicate to the system that school and/or course enrollment fees are not be be assigned, this does not prohibit fees being assigned manually. Choose the student's fee exemption status the pop-up menu in the School Fee Information section: Student not Exempted Student Exempted from Course Fees Student Exempted from School Fees Student Exempted from All Fees Note: For information on exempting a group of students, see the section School Information. Click Submit. If there are no records matching that of the new student, the Schedule page appears; you can then add classes to the student schedule. For more information, see the section Add Sections. If there are similar records to the one you created, the Check for Duplicate Students page asks you to check for duplicate records. Reenroll that student at your school if he or she is already entered in the system. For more information on reenrollment, see the section How to Reenroll in School. If the student is not yet enrolled at your school, click Enroll. The page appears to let you add classes to the student's schedule. For more information, see the section Add Sections. How to Open the Student Page On the start page, search for and select the student. The student pages menu displays the default view selected in the section Personalize. Choose an item from the student pages menu to view a different student page.

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Setting the Particular School Calendar

Use this option to set your actual school year calendar! Calendar Setup Use this page to view, edit, or set up your school's calendar for the current academic year. At the top of the page, the system displays the month you are currently viewing and the six months before and after it. While your school calendar displays information regarding when school is in session for users, the system uses the calendar and the prerequisites you define to calculate your school's ADA/ADM statistics that you report to your state. Prerequisites Set up years and terms. Set up periods and days, either when setting up years and terms or by committing a master schedule. Set up attendance conversions. Set up bell schedules. How to Set Up the Calendar Before the start of a school year, define each field for each date in that year. On the start page, choose School from the main menu. Click Calendar Setup. The Calendar Setup page appears. Note: Use the Back and Forward icons to move back and forward through the months of the year. Click a month to view its calendar. For example, click 1/03 to view the calendar for January of 2003. Use the following table to enter information in the fields: Field Description Date Each day of the month appears, including weekends. Day Choose the cycle day for the specific date from the pop-up menu. Schedule Choose the bell schedule you want to assign to this date from the pop-up menu. Tracks/In Sess If your school does not use tracks and all students attend school on the same dates, select the In Sess checkbox to indicate that school is in session for all students on this date. If your school uses multiple student tracks, select the checkboxes for the tracks for which school is in session on this date. Note: If your school uses tracks, determine which students are on Track A and which students are on Tracks B, C, D, E, and F. These track names are standard and appear only on the Calendar Setup page. Memb Value Enter the attendance value students receive if they are present in school on this date. Type Choose either Holiday, In Session or "Not in Session" from the pop-up menu. Note Enter any comments to describe the schedule on this date, such as Half-Day, Holiday, or Spring Break. Repeat the previous step for each date needing schedule definition. Click Submit. Click Back after the Changes Recorded page appears. How to Edit the Calendar During the school year, you might need to edit or update your school's calendar. For example, at the beginning of the year, assume you define a normal bell schedule for January 5. On that date, a snowstorm causes a two-hour delay and students are not able to make it to their first two periods. You can change the bell schedule and membership value you originally defined for the date and enter a note to explain the circumstances. By changing the bell schedule for that day, you can either remove the first two periods from that day or shorten all the periods for the day. On the start page, choose School from the main menu. Click Calendar Setup. The Calendar Setup page appears. Note: Use the Back and Forward icons to move back and forward through the months of the year. Click a month to view its calendar. For example, click 1/03 to view the calendar for January of 2003. Use the following table to edit information in the fields: Field Description Date Each day of the month appears, including weekends. Day Choose the cycle day for the specific date from the pop-up menu. Schedule Choose the bell schedule you want to assign to this date from the pop-up menu. Tracks/In Sess If your school does not use tracks and all students attend school on the same dates, select the In Sess checkbox to indicate that school is in session for all students on this date. If your school uses multiple student tracks, select the checkboxes for the tracks for which school is in session on this date. Note: If your school uses tracks, determine which students are on Track A and which students are on Tracks B, C, D, E, and F. These track names are standard and appear only on the Calendar Setup page. Memb Value Edit the attendance value students receive if they are present in school on this date. Type Choose either In Session or "Not in Session" from the pop-up menu. Note Edit any comments to describe the schedule on this date, such as Half-Day, Holiday, or Spring Break. Repeat the previous step for each date that needs editing. Click Submit. Click Back after the Changes Recorded page appears. How to Verify the Number of School Days in a Term On the start page, choose School from the main menu. Click Calendar Setup. The Calendar Setup page appears. Note: Use the Back and Forward icons to move back and forward through the months in the year. Click a month to view its calendar. For example, click 1/03 to view the calendar for January of 2003. Click "Verify # of school days in the current term." The School Days page displays the number of school days in the current term. Note: To change the current term, see the section "How to Change Terms." How to Set Up Bell Schedules Set up bell schedules to correlate periods with the times that the periods meet and to determine which periods are taught on which calendar days. When setting up your school calendar, you can associate different bell schedules to different days of the year. For example, set up a bell schedule called Assembly, where each period meets for a shorter amount of time in order to accommodate a school event that day. You must first set up an attendance conversions to properly calculate attendance. For more information, see the section "How to Set Up Attendance Conversion Values." Note: Do not set up bell schedules until after you commit your master schedule. If you set up bell schedules and then re-commit a master schedule, the bell schedules lose their references to the schedule periods. Without this reference, you cannot take attendance. For more information on committing your master schedule, see the section "When to Commit the Master Schedule." On the start page, choose School from the main menu. Click Bell Schedules. The Bell Schedules page appears. Click New. The New Bell Schedule page appears. Use the following table to edit information in the fields: Field Description Name Enter a name for the bell schedule. For example, enter H or Half for half-day schedules. Attendance Conversion Method Choose the attendance conversion from the pop-up menu. For more information, see the section "How to Set Up Attendance Conversion Values." Note: The number of periods in the attendance conversion must not exceed the number of periods in the bell schedule. Click Submit. The new bell schedule appears on the Bell Schedules page. How to Edit Bell Schedules On the start page, choose School from the main menu. Click Bell Schedules. The Bell Schedules page appears. Click the name of the bell schedule you want to edit. The Edit Bell Schedule page appears. Use the following table to edit information in the fields: Field Description Name Enter a name for the bell schedule. For example, enter H or Half for half-day schedules. Attendance Conversion Method Choose the attendance conversion from the pop-up menu. For more information, see the section "How to Set Up Attendance Conversion Values." Note: The number of periods in the attendance conversion must not exceed the number of periods in the bell schedule. Click Submit. The Bell Schedules page displays the edited bell schedule. How to Delete Bell Schedules On the start page, choose School from the main menu. Click Bell Schedules. The Bell Schedules page appears. Click the name of the bell schedule you want to delete. The Edit Bell Schedule page appears. Click Delete. The Selection Deleted page appears. How to Set Up Bell Schedule Items Bell schedule items indicate the start and end times for each period, which can be used to calculate daily attendance and average daily attendance. All periods used for scheduling purposes must have an associated bell schedule. On the start page, choose School from the main menu. Click Bell Schedules. The Bell Schedules page appears. Click Edit Schedule next to the bell schedule you are working with. The Bell Schedule: [bell schedule] page appears. Click New. The New Bell Schedule Item page appears. Use the following table to edit information in the fields: Field Description Period Choose the period from the pop-up menu. Start Time Enter a start time for the period. Indicate if it is AM or PM. End Time Enter a finish time for the period. Indicate if it is AM or PM. Counts for ADA Select this checkbox if you want to count this bell schedule item in average daily attendance calculations. Use For Daily Attendance Select this checkbox if you want to use daily attendance for this bell schedule item. If you select this checkbox, enter the start and end times that will be used to calculate daily attendance. Click Submit. The Bell Schedule: [bell schedule] page displays the new bell schedule item. Repeat steps 4-6 for each period in the bell schedule. How to Edit Bell Schedule Items On the start page, choose School from the main menu. Click Bell Schedules. The Bell Schedules page appears. Click Edit Schedule next to the bell schedule you are working with. The Bell Schedule: [bell schedule] page appears. Click the period number for the bell schedule item you want to edit. The Edit Bell Schedule Item page appears. Use the following table to edit information in the fields: Field Description Period Choose the period from the pop-up menu. Start Time Enter a start time for the period. Indicate if it is AM or PM. End Time Enter a finish time for the period. Indicate if it is AM or PM. Counts for ADA Select this checkbox if you want to count this bell schedule item in average daily attendance calculations. Use For Daily Attendance Select this checkbox if you want to use daily attendance for this bell schedule item. If you select this checkbox, enter the start and end times that will be used to calculate daily attendance. Click Submit. The Bell Schedule: [bell schedule] page displays the edited bell schedule item. How to Delete Bell Schedule Items On the start page, choose School from the main menu. Click Bell Schedules. The Bell Schedules page appears. Click Edit Schedule next to the bell schedule you are working with. The Bell Schedule: [bell schedule] page appears. Click the period number for the bell schedule item you want to delete. The Edit Bell Schedule Item page appears. Click Delete. The Selection Deleted page appears.

Mass Enrolling Students in a Class

Sister Debbie,

Remind me to send you flowers for answering all of these questions! LOL! From the main screen, I click Grade 1 and it shows me all of the 1st graders (20 of them). I choose "Mass Enroll" and I pick a teacher (Ms. Ramsdill). The 2 fields to the right of her name are blank. I assign an enrollment date of 9/1/2007. It comes back with an error "Too many sections match your specification (10)". What am I doing wrong?

Liz

St. Ambrose

You need to find the course and section number so PS knows what class you are enrolling the students in. For example:

Here's an example of what I mean:

Art3-smsbs3a

This course is Art 3rd grade for St. Mary's Ballston Spa class 3a.

Mass Enroll in a Class

Enroll an entire group of students in a class.

How to Mass Enroll in a Class

1. On the start page, select the group of students.

   Note: Depending on the selection method you used, the Group Functions page appears either immediately or after selecting students from the Student Selection page. If the Student Selection page appears, choose the function in the next step from the group functions pop-up menu.

2. Click Mass Enroll. The Mass Enroll page appears.

   

3. Use the following table to enter information in the fields:

Field	Description
Teacher	Choose the teacher from the pop-up menu.
[Expression]	Choose the schedule expression from the pop-up menu.
course.section	Enter the course and section number. Separate the numbers with a period and no spaces.
Enrollment Date	Enter the date of the enrollment using the format mm/dd/yyyy or mm-dd-yyyy. If you do not use this format, an alert appears. If you submit the date with an incorrect format, the date field will be submitted as a blank entry.

4. Click Submit. PowerSchool notifies you that the enrollment is complete.

   

Changing Grade Level Using the Change Student Field Option

Dear Janet and Carol,

To place the students in another grade you need to change what PS calls a student field. I have the steps for that below. What is important to remember is to select the students for one grade only, in other words, you will change John's grade and Sally grade to grade 2. You are not able to put in more than one variable at a time, in other words, I can't select ten students and place them in ten different grades. I need to select the students I need to change to grade 1 and change the grade field and then grade 2, etc. The field you need to type in after you select the students and change student field option is Grade_Level. On the line below the fileld name type in the correct grade level in numerical form. (kindergarten in numerical form is 0, Pre K is -1) Then PS will show you the changes, if correct - click submit. Below you will see more information.

Changing Student Fields

This is a screen for admin users only. I have found this very useful. Please be careful when using this function. There is no undo..

S Debbie

Student Field Value Set a specific field value for students who have the field attached to their records. For example, if a group of students has the wrong ethnicity code attached to their names, you can change the field value for all these students at the same time. Important: Be certain you want to replace all the values for all these students. This procedure is irreversible. In fact, you are encouraged to make a backup of your data before changing field values for a group. How to Set a Student Field Value On the start page, select the group of students. Note: Depending on the selection method you used, the Group Functions page appears either immediately or after selecting students from the Student Selection page. If the Student Selection page appears, choose the function in the next step from the group functions pop-up menu. Click Student Field Value. The Student Field Value page appears. Use the following table to enter information in the fields: Field Description Field to Change Enter the name of the field to be changed. Note: For a complete list of field codes, click Fields. New Field Value Enter the new value of the field. Put quotation marks around any values that do not perform calculations, such as constant characters or a string of characters. Clear Field Value Select this checkbox if you want to remove any existing values for that field. Do not overwrite existing data Select this checkbox if you do not want the system to overwrite any existing field values. Click Submit. The Field Value page displays a preview of the records and fields that will be affected. Click Submit. When the operation is complete, click Back. Now you can perform a search to find the group with the changed value. Important: If you find that the values were wrongly changed, you must change each record individually. You cannot retrace your steps by changing the value back to what it was for the entire group, because there are those students to whom the value was assigned before you changed the value for the others. Reversing the procedure will change the value for all students, not just the group you selected.

>>> Janet MacLasco 08/16/07 10:06 AM >>>

Hi Sr. Debbie

It's Janet and Carol from Sacred Heart School in Troy. We were looking to see if you will be able to make the changes for our classes(see below) before 9/1/07. I already have the teachers looking for class lists etc. Let me know. Thank you Carol

The other thing is Carol has broken down by grade all the students
that have problems and we can not correct them. I am going to give you
the list and if it is something you can fix, that would be great or else
you can call Carol and talk her thru these changes. . All of these
children are enterd but they are in the wrong grade or not in the class
list. Thanks.

KDG
Zay
Charliegh K
Nicholas
Charles
Patrick
Marissa
Michael

1st
Emily

2nd
Amanda
Sara
Nicole

3rd
Rhodiem B
Sophia T

4th
Carter B
Melissa R
Caili W

5th
Jacob LaFerriere
Justin Robinson

Printing Mailing Lables for Staff and Faculty

Dear Libby,

Ok, I was able to do it. I made a label format for teachers for 5160. To print the labels for both faculty and staff follow the directons below. I made one called Faculty Labels 5160 S Deb. To select everyone I first clicked on staff and then on the search box I put a /. That selected both teachers and staff. Then follow the directions below.

S Deb

How to Print Staff Mailing Labels

Prints mailing labels for the currently selected staff members. Set up the mailing label layouts for staff from the same area as the student mailing labels. For more information, see the section "Mailing Labels."

1. On the start page, select the group of staff members.
2. Click Functions. The Group Staff Functions page appears.

   

3. Click Print Mailing Labels. The Print Mailing Labels page appears.

   

4. Use the following table to enter information in the fields:

Field	Description
Print Mailing Labels For	Select an option to indicate the staff members for whom the report will be run, if necessary.
Use this mailing label layout	Choose a mailing label layout from the pop-up menu. Click "mailing label layout" to view, add, or edit a mailing label layout. For more information on mailing label layouts, see the section "How to Add a Mailing Label Layout."
How Many Pages?	Select an option to indicate the number of pages to print.

5. Click Submit. The report appears with the specified parameters. Review it from beginning to end to verify that the formatting and content are correct.

   

Admin Group Changing Staff Passwords

Dear Sister Deb;

I hope your summer is going well, and you are just as excited for the new school year as we are. Over the past week Bob G and myself have been setting up PowerSchool for September. We have six new teachers that need to be added to the system, the have already been added to the administrative side, but need to be assigned a log on and password for PowerSchool Teacher. The teachers who need this done are;

Also we are having problems removing previous teachers who are no longer at Maginn from the master schedule if you could take a look at that.

Thanks a lot for the help.

Kathryn I

Hi Kathryn,

I am so pleased that the two of you have been able to complete so much. WOW...

I am going to give directions and post it on the powerschool blog so you and others can refer to it later if need be.

To assign a password to teachers you need to access security settings under staff. Only select groups are able to do this but you are in that group. So here we go:

	Staff Security Settings The PowerSchool administrator uses this page to modify security settings for the selected staff member. For more information, see the section "Security Permissions."

Hope that helps. Have a great Day.

S Deb