Microsoft Word - schedule

Prerequisites
Scheduling Year

Schedule User Guide

PowerSchool

Student Information System

Schedule User Guide

Introduction

Document Properties

of Apple Computer, Inc. and is for reference only. It is not to be reproduced or

distributed in any way without the express written consent of Apple Computer,

Inc. Other brands and names are the property of their respective owners.

Owner

Technical Communication and Documentation

Last Updated

9/2/2004

Version

4.0

Please send comments, suggestions, or requests for this document to manuals@powerschool.com

Your feedback is appreciated.

Schedule User Guide

Introduction

Contents

Introduction ...................................................................................................................................................................... 6

Legend ............................................................................................................................................................................................ 7

Audience................................................................................................................................................................................ 7

Master Schedule .............................................................................................................................................................. 8

Course Numbers ................................................................................................................................................................ 8

How to Change a Course Number................................................................................................................... 8

Sections.................................................................................................................................................................................. 9

How to View Course Sections...........................................................................................................................10

How to Add a Section...........................................................................................................................................10

How to Edit a Section ...........................................................................................................................................14

How to Delete a Course Section .....................................................................................................................17

How to View Sections by Term........................................................................................................................19

How to View Sections by Teacher..................................................................................................................20

How to View the Class Roster...........................................................................................................................20

Master Course List...........................................................................................................................................................22

How to View the Master Course List.............................................................................................................22

How to Add a Course to the Master Course List ....................................................................................23

How to Edit Course Information......................................................................................................................26

How to Create a Course Group........................................................................................................................31

How to Delete a Course Group........................................................................................................................34

How to Edit Course Status .................................................................................................................................35

Work With Student Schedules..................................................................................................................................37

All Enrollments..................................................................................................................................................................37

How to View Grades and Assignments........................................................................................................37

How to Edit an Enrollment Record ................................................................................................................38

Course Requests View...................................................................................................................................................40

How to View Current Course Requests........................................................................................................40

How to View Future Course Requests..........................................................................................................41

Course Requests Modify ..............................................................................................................................................41

How to Modify Current Course Requests ...................................................................................................42

How to Modify Future Course Requests .....................................................................................................43

Course Requests and Schedule................................................................................................................................44

Schedule User Guide

Introduction

How to Access the Modify Schedule - Enrollments Page ..................................................................45

How to Change Terms..........................................................................................................................................47

How to View Entire Year Schedule.................................................................................................................48

How to Edit Auto Schedule Parameters......................................................................................................50

How to Modify a Student's Schedule Using Automated Walk-In ..................................................52

How to Manually Modify a Student's Schedule.......................................................................................54

How to Access the Modify Schedule - Requests Page.........................................................................57

How to Create a New Course Requests.......................................................................................................59

How to Edit Course Request .............................................................................................................................60

How to Delete a Course Request....................................................................................................................61

How to View Student Schedule Preferences ............................................................................................62

Schedule...........................................................................................................................................................................64

Student Schedule............................................................................................................................................................64

How to View a Student's Bell Schedule.......................................................................................................64

How to View a Student's Schedule (List View) ........................................................................................65

How to Display a Student's Schedule (Matrix View) .............................................................................66

Mass Enroll in a Class.....................................................................................................................................................67

How to Mass Enroll in a Class ...........................................................................................................................67

Add Section Enrollments.............................................................................................................................................68

How to Add a Section Enrollment to a Student Schedule Using Quick Enroll .......................68

How to Add a Section to a Student Schedule Using Search Available Courses.....................69

How to Filter Manual Schedule Options.....................................................................................................72

Drop Section Enrollments...........................................................................................................................................74

How to Drop a Section Enrollment From a Student Schedule........................................................74

How to Drop All Sections From a Student Schedule............................................................................75

Schedule Reports ..........................................................................................................................................................77

Student Listings ...............................................................................................................................................................77

How to Run the Class Rosters (PDF) Report..............................................................................................77

How to Run the Master Schedule (PDF) Report......................................................................................81

How to Run the Student Schedule Listing Report.................................................................................85

Enrollment Reports.........................................................................................................................................................88

How to Run the Class Size Reduction Report...........................................................................................88

How to Run the Enrollment by Grade Report..........................................................................................90

How to Run the Enrollment by Section Report.......................................................................................90

Schedule User Guide

Introduction

How to Run the Enrollment Summary by Date Report.......................................................................93

How to Run the Vocational Courses Aggregate Membership Report.........................................94

How to Run the School Enrollment Audit Report..................................................................................95

How to Run the Section Enrollment Audit Report ................................................................................95

Schedule Administration............................................................................................................................................96

Entry Codes ........................................................................................................................................................................96

How to Add an Entry Code................................................................................................................................96

How to Edit an Entry Code.................................................................................................................................97

How to Delete an Entry Code...........................................................................................................................99

Exit Codes......................................................................................................................................................................... 100

How to Add an Exit Code ................................................................................................................................ 100

How to Edit an Exit Code................................................................................................................................. 102

How to Delete an Exit Code ........................................................................................................................... 104

Next School ..................................................................................................................................................................... 106

How to Create a Next School Indicator .................................................................................................... 106

How to Edit a Next School Indicator.......................................................................................................... 108

How to Delete a Next School Indicator .................................................................................................... 110

Load Constraints........................................................................................................................................................... 111

How to Add a Student/Student Avoid Constraint .............................................................................. 111

How to Add a Student/Teacher Avoid Constraint .............................................................................. 112

How to Add a Student Free Constraint .................................................................................................... 113

How to Add a Section Link Constraint...................................................................................................... 114

How to Add a Student Preference Constraint....................................................................................... 115

How to Modify Load Constraints ................................................................................................................. 116

How to Delete Load Constraints .................................................................................................................. 117

Scheduling Preferences............................................................................................................................................. 117

How to Define Scheduling Preferences.................................................................................................... 118

How to Define Teams ........................................................................................................................................ 119

How to Define Houses....................................................................................................................................... 120

How to Define Buildings .................................................................................................................................. 122

How to Define Section Types ........................................................................................................................ 124

Schedule User Guide

Introduction

Use PowerSchool Help to learn the PowerSchool Student Information System (SIS) and to serve as a

reference for your daily work. However, before you can begin using PowerSchool, the PowerSchool

administrator at your school must set up the system and import the data from your previous

system. Once those steps are complete, you can start using PowerSchool. Use PowerSchool Help to

assist you in navigating in PowerSchool.

PowerSchool Help is updated as PowerSchool is updated. Not all versions of PowerSchool Help are

available in a printable guide. For the most up-to-date information, click Help on any page in

PowerSchool.

There are user guides available that include the same information as PowerSchool Help for each

major release of PowerSchool. These user guides include instructions for certain user roles, though

these roles will vary depending on your school or district's circumstances. For the most recent

version of the printable guides, visit the PowerSchool Customer Support web site at

https://www.powerschool.com/support/documentation/userguides/

. This URL is case-

sensitive.

Note: You need a username and password to view anything on the PowerSchool Customer Support

web site. Contact your PowerSchool administrator for access.

You are encouraged to read each section of the help that pertains to you. While the introductory

sections build a foundation of knowledge that you will use every time you log on to PowerSchool,

the remaining sections are independent of each other and can be read in any order. However, if

you have never used PowerSchool before, it will be most helpful if you start with the section

“

Introduction to PowerSchool

.” Whenever you read this guide, keep the following points in

mind:

•

The actions you can perform in PowerSchool depend on your job responsibilities and

subsequently on your level of access to PowerSchool. Some users only have viewing rights

to some pages. Others can view or edit any page. Still other users can view or edit any page,

and create new ones as well. Finally, some pages are view-only for everyone. This guide

outlines viewing, editing, and creating options for most pages. Depending on your needs

and your level of access, only certain options will be applicable and available to you. If you

find that your work requires a greater level of access, contact the system administrator at

your school.

•

Almost all of the activities described in this guide begin by selecting the appropriate

student or group; thus, it is imperative that you understand how to search for and select a

student. For detailed instructions on how to do this, refer to the section "

Search and

Select

•

The school and student records used in this guide differ from those displayed on your page

as you work. You will work with real data based on student records at your school. The

graphics in this guide are only examples.

•

In PowerSchool, different pages provide some of the same information because you view

the same data from a different place each time. If you add, change, or delete data on one

page, it will be added, changed, or deleted on other pages that contain the same field(s) of

data.

Schedule User Guide

Introduction

•

The reporting features described in this guide are some of the most important you will use

in the system. A PowerSchool report is a statement of student or staff records that is

produced for viewing or printing and can include information text in addition to the report

listings. PowerSchool reports include report cards, lists of class schedules, lunch balance

sheets, mailing labels, lists of current staff members, and attendance records.

•

Use PowerSchool to create numerous types of reports that pull selected data quickly and

easily. Select from a list of pre-configured reports that have preset parameters or create a

custom report to include parameters needed for a specific task. You should read the

sections "

Custom Reports

" and "

Pre-Configured Reports

" before creating a report.

Legend

•

This guide uses the > symbol to move down a menu path. Thus, if instructed to "Click File >

New > Window", begin by clicking the File menu. Then, click New and Window. The option

noted after the > symbol will always be on the menu that results from your previous

selection.

•

It is easy to identify notes because they are indented and prefaced by the text Notes:.

Audience

This document is intended for school administrators, office staff, registrars, and counselors.

Schedule User Guide

Master Schedule

Course Numbers

Change the number of an existing course in your master course list to another number in your

master course list. The master course list is the list of courses available to all schools on your

PowerSchool system. When changing a course number, the system updates that number in

courses, enrollments, sections, and historical data.

For example, assume two high schools on your server offer U.S. History. The course number for U.S.

History at School A is 1000; at School B, it is 2000. Assume your district decides that the two schools

should share the same course number. You need to change the course number for U.S. History at

both schools to 1200.

First, you must create the new course, 1200. Then, change both course 1000 and 2000 to 1200,

using the Change Course Number function.

Before changing a course number for a particular school, use the navigation bar at the top of the

page to be sure you are working in the school in which you want to change the course number. If

you are changing a course number for all schools on your system, it does not matter which school

is currently selected.

Prerequisites

•

Import the data from both schools.

•

Create a new course with a unique course number for one school's courses.

How to Change a Course Number

Before changing a course number, retrieve the existing course number from the master course list.

For more information, see the section "

Master Course List

1. On the start page, choose System from the main menu.

2. Click Change Course Number. The Change Course Number page appears.

Schedule User Guide

Master Schedule

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

Field

Description

Current Course Number

Enter the existing course number.

Change to New Course

Number

Enter the new course number.

This change affects only

[school name]

This change affects all

schools on this server

Select an option to determine the scope of the course number

change.

Note: If you are changing course numbers because of

duplicates, select the "This change affects only this school"

option. The school name displayed is the school for which you

created the new course number.

4. Click Submit.

Sections

A section is an occurrence of a course. Each course can have several sections that meet in different

rooms at different times and are taught by different teachers. View, add, edit, and delete course

sections from the School Setup page.

For example, a school has a chemistry course; however, because there are too many students for

one class, there are several sections of chemistry. Two different teachers instruct it for four different

periods each. Thus, the school has eight sections of chemistry. Each section has a different number,

usually preceded by the same course number to indicate that it is part of the same chemistry

course.

Schedule User Guide

Master Schedule

Each section has an associated schedule expression, which is the combination of period(s) and

day(s) in which this section is taught. For example, a section of Biology meets during fifth and sixth

period on A and B days. The schedule expression 5-6(A-B) appears on the Edit Section page.

How to View Course Sections

1. On the start page, choose School from the main menu.

2. On the School Setup page, click Sections.

3. Choose the course name from the courses menu. The course information page lists the

course sections.

How to Add a Section

1. On the start page, choose School from the main menu.

Schedule User Guide

Master Schedule

2. On the School Setup page, click Sections.

3. Choose the course name from the courses menu. The course information page lists the

course sections.

4. Click New. The Edit Section page appears.

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

Field

Description

Course Name

This is the name of the course you selected.

Course Number

If you want to define a section for a different course number

than the one you selected, enter that course number.

Term

Choose the correct term from the pop-up menu.

Schedule User Guide

Master Schedule

Field

Description

Schedule

Select the checkbox(es) for the combination of days and

periods in which this section meets. For example, select the

checkbox for Period 1 and Day A if a section of Chemistry meets

during first period on A days.

Teacher

Choose the correct teacher from the pop-up menu.

Room

Enter the room in which this course section meets.

Section Number

Enter the section number in this field. Do not enter special

characters.

Note: Section numbers must be unique among sections of the

same course for a given school year.

Grade Level

If this course is available only for a certain grade level, enter the

grade level. Otherwise, leave this field blank.

Current Enrollment

This is the number of students currently enrolled in this course

section.

Maximum Enrollment

Enter the maximum number of students who can enroll in this

course section.

District Where Taught

If this course section is taught outside your district, enter the

other district's ID in this field.

School Where Taught

If this course section is taught outside your school, enter the

school's ID in this field.

Dependent Sections

If this course section has dependent sections, enter them in this

field using the course.section, course.section format. If a

student is enrolled in a class, it is not teacher-specific, but

section-specific.

Often used by elementary schools where students take a set of

classes, dependent sections indicate that if a student is

registered in one class, he or she must also register for the

dependent class. If the dependent section conflicts with

another class, you can manually drop the student from the class

and add him or her to another section.

This function has no implications with prerequisites or

graduation requirements.

Record Attendance

Using Attendance Mode

Use the pop-up menu to indicate the method by which you

want attendance recorded. At this time Meeting attendance is

your only option.

Schedule User Guide

Master Schedule

Field

Description

Record Attendance

If the section meets more than one period in a day you can

choose to take attendance once or for every period by selecting

the Select the Once for All Meetings option or the Each Meeting

Separately option.

Exclude From

Attendance

Select this checkbox if you do not want attendance and

enrollment in this section to be counted towards any ADA/ADM

calculations.

Grade Scale

Choose the grade scale from the pop-up menu. For more

information, see the section "

Grade Scales

Exclude from GPA?

Select the option to either include or exclude the grade from

the GPA calculation.

Exclude from Class Rank? Select the option to either include or exclude the grade from

the class rank calculation.

Exclude from Honor Roll? Select the option to either include or exclude the grade from

the honor roll calculation.

Section Type

Identifies the section as open only to be filled by students

whose course requests are designated as the same section

type. Choose the type of section, such as Bilingual, from the

pop-up menu (optional).

Note: For more information, see the section "

How to Define

Section Types

House

Identifies the section as open only to be filled by students who

are designated as belonging to the same house. Whether this is

enforced depends on the state of the scheduling preference

Use Houses. Click Associate to select a team to which this

section belongs.

Note: For more information, see the section "

How to Define

Houses

Team

Identifies the section as open only to be filled by students who

are designated as belonging to the same team. Choose the

team associated with this section from the pop-up menu.

Note: For more information, see the section "

How to Define

Teams

Schedule User Guide

Master Schedule

Field

Description

Close section at max

Identifies to the engine whether to enroll students into the

section even if the maximum enrollment has been reached. If

this is true then no students will be enrolled if the current

enrollment is equal to or greater than the maximum

enrollment. Select this checkbox to not accept more

enrollments than the maximum number of enrolled students.

6. Click Submit. The course information page displays the new section.

How to Edit a Section

1. On the start page, choose School from the main menu.

2. On the School Setup page, click Sections.

3. Choose the course name from the courses menu. The course information page appears.

4. Click either the period or the section number in the Per and Sec# columns. The Edit Section

page appears.

Schedule User Guide

Master Schedule

5. Use the following table to edit information in the fields:

Field

Description

Course Name

This is the name of the course you selected.

Course Number

If you want to define a section for a different course number

than the one you selected, enter that course number.

Term

Choose the correct term from the pop-up menu.

Schedule

Select the checkbox(es) for the combination of days and

periods in which this section meets. For example, select the

checkbox for Period 1 and Day A if a section of Chemistry meets

during first period on A days.

Teacher

Choose the correct teacher from the pop-up menu.

Room

Enter the room in which this course section meets.

Section Number

Enter the section number in this field. Do not enter special

characters.

Note: Section numbers must be unique among sections of the

same course for a given school year.

Grade Level

If this course is available only for a certain grade level, enter the

grade level. Otherwise, leave this field blank.

Schedule User Guide

Master Schedule

Field

Description

Current Enrollment

This is the number of students currently enrolled in this course

section.

Maximum Enrollment

Enter the maximum number of students who can enroll in this

course section.

District Where Taught

If this course section is taught outside your district, enter the

other district's ID in this field.

School Where Taught

If this course section is taught outside your school, enter the

school's ID in this field.

Dependent Sections

If this course section has dependent sections, enter them in this

field using the course.section, course.section format. If a

student is enrolled in a class, it is not teacher-specific, but

section-specific.

Often used by elementary schools where students take a set of

classes, dependent sections indicate that if a student is

registered in one class, he or she must also register for the

dependent class. If the dependent section conflicts with

another class, you can manually drop the student from the class

and add him or her to another section.

This function has no implications with prerequisites or

graduation requirements.

Exclude From

Attendance

Select this checkbox if you do not want attendance and

enrollment in this section to be counted towards any ADA/ADM

calculations.

Allow Meeting

Attendance

TBD

Grade Scale

Choose the grade scale from the pop-up menu. For more

information, see the section "

Grade Scales

Exclude from GPA?

Select the option to either include or exclude the grade from

the GPA calculation.

Exclude from Class Rank? Select the option to either include or exclude the grade from

the class rank calculation.

Exclude from Honor Roll? Select the option to either include or exclude the grade from

the honor roll calculation.

Schedule User Guide

Master Schedule

Field

Description

Section Type

Identifies the section as open only to be filled by students

whose course requests are designated as the same section

type. Choose the type of section, such as Bilingual, from the

pop-up menu (optional).

Note: For more information, see the section "

How to Define

Section Types

House

Identifies the section as open only to be filled by students who

are designated as belonging to the same house. Whether this is

enforced depends on the state of the scheduling preference

Use Houses. Click Associate to select a team to which this

section belongs.

Note: For more information, see the section "

How to Define

Houses

Team

Identifies the section as open only to be filled by students who

are designated as belonging to the same team. Choose the

team associated with this section from the pop-up menu.

Note: For more information, see the section "

How to Define

Teams

Close section at max

Identifies to the engine whether to enroll students into the

section even if the maximum enrollment has been reached. If

this is true then no students will be enrolled if the current

enrollment is equal to or greater than the maximum

enrollment. Select this checkbox to not accept more

enrollments than the maximum number of enrolled students.

6. Click Submit. The course information page displays the edited section.

How to Delete a Course Section

When you delete a course section, all enrollment records associated with that section, both past

and present, also are deleted. Therefore, you need to know the password to delete a course section.

Schedule User Guide

Master Schedule

1. On the start page, choose School from the main menu.

2. On the School Setup page, click Sections.

3. Choose the course name from the courses menu. The course information page appears.

4. Click either the period or the section number in the Per and Sec# columns. The Edit Section

page appears.

5. Click Delete. The Delete Section page appears.

Schedule User Guide

Master Schedule

6. Enter the required password in the Password field.

Note: Your school's PowerSchool administrator can set this password.

7. Click Delete. The section is deleted.

How to View Sections by Term

1. On the start page, choose School from the main menu.

2. On the School Setup page, click Sections.

3. Choose the course name from the courses menu. The course information page appears.

4. Click the term in the Term column. The Term page appears.

Schedule User Guide

Master Schedule

How to View Sections by Teacher

1. On the start page, choose School from the main menu.

2. On the School Setup page, click Sections.

3. Choose the course name from the courses menu. The course information page appears.

4. Click the name of the teacher. The schedule for that teacher appears.

How to View the Class Roster

1. On the start page, choose School from the main menu.

2. On the School Setup page, click Sections.

3. Choose the course name from the courses menu. The course information page appears.

Schedule User Guide

Master Schedule

4. Click the number in the Size column. The Class Roster page appears.

5. Select "Make this the current selection of students" to select the students in the class as the

only group with which you want to work. To select a specific student, click his or her name.

6. Select "Add these students to the current selection of students" to add this group to a

previously selected group. The Group Functions page displays the number of selected

students.

Schedule User Guide

Master Schedule

7. Click the underlined number to view the list of students. To work with the group of

students, choose a menu option. For more information on the Group Functions page, see

the section "

Work With Groups

Master Course List

The master course list displays all the active courses for your school. To view sections of courses, see

the section "

Sections

How to View the Master Course List

The master course list displays all courses for the selected school(s). Asterisks (*) next to course

names indicate associated course fees.

1. On the start page, choose District from the main menu. The District Setup page appears.

2. Click Courses. The Courses page appears.

3. Click View Master Course List from the courses menu. The Master Course List page appears.

Schedule User Guide

Master Schedule

4. Use this page to do any of the following:

•

Click Course Number to sort the list of courses by number.

•

Click Course Name to sort the list of courses by name.

•

Click Active Status on the Master Course List page to sort the list of courses by either

active or inactive status.

•

Click the name of a course in the courses menu to view course details and edit

course information.

How to Add a Course to the Master Course List

Courses are created at the district level and then associated with individual schools. To associate a

course with a school, see the section "

How to Edit Course Status

." You must first log in to the

district office before performing this procedure.

1. On the start page, choose District from the main menu. The District Setup page appears.

2. Click Courses. The Courses page appears.

3. Click View Master Course List from the courses menu. The Master Course List page appears.

Schedule User Guide

Master Schedule

4. Click New. The New Course page appears.

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

Schedule User Guide

Master Schedule

Field

Description

Course Name

The name of the course appears.

Course Number

The number used to identify the course appears.

Alternate Course

Number

An additional number used to identify the course appears.

Credit Hours

The number of credits a student receives for taking the course

appears.

CIP Code

In some states, schools use CIP codes to identify courses as part

of a state-managed vocational program.

Vocational Class

Select this checkbox if the course is a vocational class.

Credit Type

Enter the type of credit a student receives for passing this

course, such as standard, advanced, or remedial. You can then

apply this credit to a graduation type.

Default Maximum

Enrollment

The maximum number of students who can be enrolled in this

course appears.

Prerequisite Courses

The course number(s) that students must complete with a

passing grade before they can take this course appear. Separate

multiple courses with commas.

Note: When you enroll a student in a course, the system does

not automatically check if the student completed the

prerequisite courses you enter here. The user enrolling the

student must manually reference and research the information.

PowerLink (English)

PowerLink reads course-related text entered here when parents

and guardians access student information and select the

English option.

PowerLink (Español)

PowerLink reads course-related text entered here when parents

and guardians access student information and select the

Spanish option.

Gradescale

Choose the grade scale from the Gradescale pop-up menu. For

more information, see the section "

How to Assign Grade

Scales to Courses

GPA Added Value Points

Enter any added value for the grade points, such as

1

for one

additional grade point. You can also use fractions of a point.

Most schools do not enter added values.

Exclude from GPA?

Select the option to either include or exclude the grade from

the GPA calculation.

Schedule User Guide

Master Schedule

Field

Description

Exclude from Class Rank? Select the option to either include or exclude the grade from

the class rank calculation.

Exclude from Honor Roll? Select the option to either include or exclude the grade from

the honor roll calculation.

Use the Course for Lunch Select this checkbox to use all sections of this course for lunch.

Otherwise, leave blank.

Exclude on Report

Cards/Transcripts

Select this checkbox to exclude all sections of this course from

appearing on Report Cards/Transcripts. Otherwise, leave blank.

6. Click Submit. The new course appears on the master course list.

How to Edit Course Information

You can edit course information at the school or district level. To edit a course at the district level,

1. On the start page, choose School from the main menu. The School Setup page appears.

2. Click Courses. The Courses page appears.

3. Choose the name of the course from the courses menu. The Edit Course page appears. Note

that the page is divided into four functional areas: District, Fees, Scheduling, and

Relationships. By default, the District tab is selected.

Schedule User Guide

Master Schedule

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

Field

Description

Course Name

The name of the course appears.

Course Number

The number used to identify the course appears.

Course Name

Edit the name of the course.

Schedule User Guide

Master Schedule

Field

Description

Alternate Course

Number

An additional number used to identify the course appears.

Credit Hours

The number of credits a student receives for taking the course

appears.

CIP Code

In some states, schools use CIP codes to identify courses as part

of a state-managed vocational program.

Vocational Class

Select this checkbox if the course is a vocational class.

Credit Type

Edit the type of credit a student receives for passing this course,

such as standard, advanced, or remedial. You can then apply

this credit to a graduation type.

Default Maximum

Enrollment

Edit the maximum number of students who can be enrolled in

this course.

Department

Click Associate to select the department for this course.

Note: Click Department to create or edit departments at your

school.

Subject Area

Edit the subject area for the course.

Prerequisite Courses

The course number(s) that students must complete with a

passing grade before they can take this course appear. Separate

multiple courses with commas.

Note: When you enroll a student in a course, the system does

not automatically check if the student completed the

prerequisite courses you enter here. The user enrolling the

student must manually reference and research the information.

PowerLink (English)

PowerLink reads course-related text entered here when parents

and guardians access student information and select the

English option.

PowerLink (Español)

PowerLink reads course-related text entered here when parents

and guardians access student information and select the

Spanish option.

Grade Scale

Choose the grade scale from the Grade Scale pop-up menu. For

more information, see the section "

How to Assign Grade

Scales to Courses

Exclude from Attendance Select this checkbox if you do not want attendance and

enrollment in this section to be counted towards any ADA/ADM

calculations. Otherwise, leave blank.

Schedule User Guide

Master Schedule

Field

Description

GPA Added Value Points

Enter any added value for the grade points, such as

1

for one

additional grade point. You can also use fractions of a point.

Most schools do not enter added values.

Exclude from GPA?

Select the option to either include or exclude the grade from

the GPA calculation.

Exclude from Class Rank? Select the option to either include or exclude the grade from

the class rank calculation.

Exclude from Honor Roll? Select the option to either include or exclude the grade from

the honor roll calculation.

Use the Course for Lunch Select this checkbox to use all sections of this course for lunch.

Otherwise, leave blank.

Exclude on Report

Cards/Transcripts

Select this checkbox to exclude all sections of this course from

appearing on Report Cards/Transcripts. Otherwise, leave blank.

5. Click the Fees tab to access the Edit Course Enrollment Fees page.

Note: For more information on course fees, see the section "

Course Enrollment Fees

6. Click the Scheduling tab to access the Edit Course Scheduling Information page. This page

displays course-specific scheduling information used by the scheduling engine when

building a student's schedule. This information is either captured as part of the

PowerScheduler commit process or can be manually defined using this page.

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

Field

Description

Allow Student Repeat in

Same Term

Select this checkbox to allow the system to schedule a student

in more than one section of this course in the same term. For

example, occasionally students need to double-up on a course

within the same term. This is usually done for elective courses,

such as Work Release.

Allow Student Repeat in

Different Term

Select this checkbox to allow the system to schedule a student

in more than one section of this course in different terms. Use

this option for either academic or elective courses.

Load Priority

Enter a numerical value of 1 to 99 (1 being the highest priority)

to prioritize in which course the system should schedule a

student when a conflict between two of the student's requests

arises. You can enter the same load priority number for several

courses. For example, enter a load priority of 10 for all academic

courses to ensure that students are loaded into these courses

first, 20 for academic electives, and 30 for non-academic

electives.

Schedule User Guide

Master Schedule

Field

Description

Load Type

Use the pop-up menu to choose whether this is an academic,

elective, or alternate course. The system uses this classification

to balance the types of courses in which the student is

scheduled during a schedule term. For example, if your school’s

scheduling terms are semesters, the system does not schedule

the student in all elective courses the first semester and all

academic courses the second semester.

Use Pre-Established

Teams

Select this checkbox if you want the system to reference teams

when scheduling students into this course.

Use Section Types

Select this checkbox if you want the system to schedule courses

according to section types.

Don't Allow Substitutions Select this checkbox if you do not want the system to attempt

to schedule a student in alternate courses if this course is full.

Global Substitution 1

Click Associate to select the first course substitution you want

the system to schedule for every student who cannot be

scheduled in this course.

Global Substitution 2

Click Associate to select the second course substitution you

want the system to schedule for every student who cannot be

scheduled in this course. The system will use this substitution if

Global Substitution 1 is no longer available.

Global Substitution 3

Click Associate to select the third course substitution you want

the system to schedule for every student who cannot be

scheduled in this course. The system will use this substitution if

Global Substitution 2 is no longer available.

8. Click the Relationships tab to access the Edit Course Relationships page. This page displays

course relationship information between two courses.

For each course, you can define related courses. The scheduling engine uses these course

relationships when building a student's schedule. If you define a relationship for a course

with another course, you do not have to define the relationship for both courses. But, you

can define the relationship for both courses so that it is easy to identify this relationship

regardless of which course you are viewing. The following three types of course

relationships are used in PowerSchool:

Schedule User Guide

Master Schedule

•

Prerequisite: Indicates relationship between two courses ensures that the student

will be scheduled into the specified course so that the course is completed prior to

the beginning of the second course.

•

Corequisite: Indicates relationship between two courses ensures that the student

will be scheduled into both courses so that the courses are taken concurrently.

•

Postrequisite: Indicates relationship between two courses ensures that the student

will be scheduled into the specified course after the student has completed the first

course in the relationship.

9. This information is either captured as part of the PowerScheduler commit process or can be

manually defined (added, edited, deleted) using this page:

•

To add a new relationship, click New. The Edit Course Relationship page appears.

Click the Associate button next to Course Number to select the number of the

course for which you want to define a relationship. Use the Relationship pop-up

menu to choose the appropriate relationship. Click Submit. The Course Relationships

page appears.

•

To edit an existing relationship, click the name of the course you want to edit. The

Edit Course Relationship page appears. Make the necessary changes. Click Submit.

The Course Relationships page appears.

•

To delete an existing relationship; click the name of the course for which you want

to delete a relationship. The Edit Course Relationship page appears. Click Delete. The

Selection Deleted page appears.

10. Click Submit. The Edit Course page displays the edited course.

How to Create a Course Group

To make it easier to associate courses, you have the option of creating course groups.

1. On the start page, choose School from the main menu. The School Setup page appears.

2. Choose Course Groups. The Course Groups page appears.

Schedule User Guide

Master Schedule

3. Click New in the courses menu. The Edit Course Group page appears.

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

Field

Description

Name

Enter a name for the course group.

Note: If there are multiple high schools on your server, you may

want to create a system for naming your course groups so that

they sort in a certain way. For example, you might call Apple

Grove High School's course group containing ninth-grade core

courses AGHS-9-Core Courses. If you followed this system, all of

your high schools would sort together, as would the grade

levels within them.

Schedule User Guide

Master Schedule

Field

Description

Type

Choose the type of course group from the pop-up menu:

•

Scheduling Only: Course group is used for scheduling

purposes only.

•

Graduation Set Only: Course group is used for

graduation requirement purposes only.

•

Both: Course group is used for both scheduling and for

graduation requirement purposes.

Applies to

Set course groups to apply to all schools or to the current

school only. Existing groups are set to all schools by default.

5. Select the checkbox next to the name of each course that should belong to this group.

6. Click Submit.

Schedule User Guide

Master Schedule

How to Delete a Course Group

1. On the start page, choose School from the main menu. The School Setup page appears.

2. Choose Course Groups. The Course Groups page appears.

3. Choose the course group to be deleted from the courses menu. The Edit Course Group

page appears.

Schedule User Guide

Master Schedule

4. Click Delete. The Selection Deleted page appears.

How to Edit Course Status

Change a course's status from active to inactive or vice versa. Active courses are used to schedule

students. Additionally, use this page to remove all the courses from the master course list that do

not have sections taught in the current year.

1. On the start page, choose School from the main menu. The School Setup page appears.

2. Click Courses. The Courses page appears.

3. Click View Master Course List from the courses menu. The Master Course List page appears.

Schedule User Guide

Master Schedule

4. Select the checkbox next to the class you want to activate. Deselect the checkbox next to

the class you want to deactivate.

5. Select the checkbox to remove all courses from this school's course list that do not have any

sections taught this year (optional).

6. Click Submit. The Courses page appears.

Schedule User Guide

Work With Student Schedules

In PowerSchool, work with individual student schedules using the student pages menu or with a

group of students using the Group Functions page. Add and drop sections, delete enrollment

records, transfer students, or enroll an entire group of students. Use the scheduling engine to

create student course request forms, a master schedule, and student schedules that are based on

both of these elements. For more information, see the section "

Master Schedule Overview

You can find the student schedule views on the student pages menu for any student. Each displays

the student schedule from a different perspective. Some are view-only, while others can be

modified.

All Enrollments

This page displays the selected student's enrollment history. It is most often used by counselors

reviewing the student’s entry and exit dates to previous and current classes. Counselors and other

school administrators can view assignments for the classes listed and any teacher comments.

PowerGrade sends the information from the teacher’s data files to PowerSchool for storage. Once

the grades and comments are on the PowerSchool system, they are part of the student’s

permanent record unless the teacher deletes them from their PowerGrade files before the end of

the term (when grades are stored). Only certain school administrators, such as counselors, can edit

these stored records.

See the section "

Work With Student Schedules

" for additional information.

How to View Grades and Assignments

Using this option on the All Enrollment page, view grades and assignments for any class in which

the student has been enrolled.

1. On the start page, search for and select the student.

2. Choose All Enrollments from the student pages menu. The All Enrollments page appears.

Schedule User Guide

Work With Student Schedules

3. Click View next to the class that you want to review. The Scores page displays the

assignments that make up the class and the grades the student received on each

assignment. This is the same page described in the section "

Term Grades

Note: This page is view-only for all users. To edit a record, see the section "

How to Edit an

Enrollment Record

How to Edit an Enrollment Record

View or edit course enrollment dates and teacher comments on the All Enrollments page.

1. On the start page, search for and select the student.

2. Choose All Enrollments from the student pages menu. The All Enrollments page appears.

Schedule User Guide

Work With Student Schedules

3. Click Edit next to the class that you want to view or edit. The Edit Enrollment Record page

appears.

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

Field

Description

Student

The selected student appears.

Course

The selected course appears.

Teacher

The selected teacher appears.

Expression

The selected schedule expression appears.

Enroll Date

Enter or change the date the student enrolled 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.

Schedule User Guide

Work With Student Schedules

Field

Description

Exit Date

Enter or change the date the student exited 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.

Teacher Comment

Enter or change any teacher comments.

Note: Parents and guardians can view these comments when

they check their child’s progress using PowerSchool.

5. Click Submit. The All Enrollment Records page appears.

Course Requests View

How to View Current Course Requests

This page displays what courses a student has requested for the upcoming term within the current

school year. This page displays all the requests that were entered for the student for the current

year. Some of these requests may have been fulfilled while others may not have.

1. On the start page, search for and select the student.

2. Choose Requests View Current from the student pages menu. The Requests View Current

page appears.

Schedule User Guide

Work With Student Schedules

3. Review the page. It is view-only for all users.

How to View Future Course Requests

This page displays what courses a student has requested for the next scheduling year, which is

defined in PowerScheduler.

1. On the start page, search for and select the student.

2. Choose Requests View Future from the student pages menu. The Requests View Future

page appears.

3. Review the page. It is view-only for all users.

Course Requests Modify

At some schools, administrative staff or guidance counselors enter student course requests directly

in PowerSchool for their students. Perhaps all of the ninth graders at your school have made their

requests on paper. All initial student course requests and those entering student course requests on

behalf of students should enter the student course requests in PowerSchool, not in the scheduling

area. Use the scheduling area to change or delete student course requests after the initial requests

are made in PowerSchool.

Note: If you use need to edit a request after it has been submitted, do so in the scheduling area. For

more information, see the section "

Student Course Requests

Schedule User Guide

Work With Student Schedules

Scheduling Year

Because course requests can be made for the current year or for other scheduling years, you must

set the schedule year for student requests made in PowerScheduler, in Parent Access, or on the

Requests Modify Future page in PowerSchool.

For example, set the scheduling year to 2004-2005 if you want students to enter course requests on

the student access pages for the 2004-2005 year. In this case, the request Screen Setup function in

PowerScheduler will apply to the 2004-2005 school year. The student's requests made through the

Requests Modify Current page in PowerSchool will apply to the 2003-2004 school year.

How to Modify Current Course Requests

This feature lets students select the courses for the upcoming term within the current school year

for which they want to register.

1. On the start page, search for and select the student.

2. Choose Requests Modify Current from the student pages menu. The Request Modify

Current page appears.

Schedule User Guide

Work With Student Schedules

3. Choose courses from the pop-up menu.

4. Click Submit. The Changes Recorded page appears. View the results of these choices on the

Requests View page. For more information, see the section "

Course Requests View

How to Modify Future Course Requests

This feature lets students select the courses for the next scheduling year for which they want to

Note: The scheduling year is defined in PowerScheduler.

1. On the start page, search for and select the student.

2. Choose Requests Modify Future from the student pages menu. The Request Modify future

page appears.

Schedule User Guide

Work With Student Schedules

3. Choose courses from the pop-up menu.

4. Click Submit. The Changes Recorded page appears. View the results of these choices on the

Requests View page. For more information, see the section "

Course Requests View

Course Requests and Schedule

Schedule User Guide

Work With Student Schedules

In PowerSchool, you create and maintain a primary class schedule for each student in your school.

Throughout the year, you might need to make schedule changes for existing students, or create

new schedules for students who enroll at your school during the year. There are two ways to

maintain student schedules: manual scheduling and auto-scheduling. Manual scheduling is section-

specific and allows you to pick specific sections in which to enroll the student, overriding the

system-defined schedule if one exists. Auto scheduling is course-specific. You enter a student's

request for specific course(s). The system then automatically schedules the student for the sections

that best fits his or her schedule.

Note: Maintaining student schedules can be done in conjunction with Scheduler or independently.

How to Access the Modify Schedule - Enrollments Page

Use this page to modify the student's schedule. Note the page is divided into two functional areas:

Enrollments and Requests. By default, the Enrollments tab is selected. The Modify Schedule -

Enrollments page displays the student's section enrollments for the current year and school, as well

as current course requests.

1. On the start page, search for and select the student.

2. Choose Modify Schedule from the student pages menu. The Modify Schedule page appears.

The following information is either captured as part of the PowerScheduler commit process

or can be manually defined:

Schedule User Guide

Work With Student Schedules

Field

Description

Enrollments

By default, the Enrollments tab is selected, which displays the

student's section enrollments for the current year and school, as

well as current course requests.

Requests

The second tab on the Modify Schedule page is Requests. The

Modify Schedule - Requests page supports editing and entering

course requests for the student. It is these requests that the

scheduling engine uses to determine the students schedule.

View Entire Year

Schedule

Click to view the student's schedule by each term within the

selected term.

Edit Auto Schedule

Parameters

Click to access the Automated Scheduling Setup page to

modify default parameter settings for this scheduling session.

Effective Enrollment Date When creating a new section enrollment, use this field to enter

the date that any enrollment becomes effective. The field

defaults to tomorrow's date.

Search Available Classes

Use to enroll the student into a course:

•

Course Number - Use to search for available sections.

•

Period - Use as filter to search for available sections.

•

Find - Click to search for available classes.

Quick Enroll

Use to enroll the student into a section:

•

Course.Section - Use to search for a section and enroll

the student immediately into the section.

•

Enroll - Click to initiate search/enroll.

Enrollments

Use to view, lock, or drop the student's section enrollments. The

following information appears for each line item: schedule

expression, term, course number, section number, course name,

teacher, room number, enrollment date, and exit date.

•

Lock - Select this checkbox next to each section

enrollment that should not be changed by the

scheduling engine, if any. For instance, if the user wants

the student to remain in Algebra for period 1, MWF

then they would select the Lock checkbox for that

section enrollment. Note: If the Effective Enrollment

Date is set to a date that is after the Leave date for an

enrollment, then that enrollment is locked and cannot

be adjusted. If the course is in the future or in progress,

then you can lock/unlock as needed.

•

Lock All - Click to lock all section enrollments.

•

Drop - Delete enrollments individually and immediately

Schedule User Guide

Work With Student Schedules

Field

Description

by clicking the appropriate button next to the section

enrollment you want to delete. The Drop Section

Enrollments page appears. Verify the information you

want to delete. Enter an Exit Date and click Drop

Classes.

•

Drop All - Click to immediately drop all the current

section enrollments for the student. The Drop Section

Enrollments page appears. Verify the information you

want to delete. Enter an Exit Date and click Drop

Classes.

Automated Schedule

Use to initiate the automated scheduling process that uses the

scheduling engine to produce the student's schedule.

Manually Schedule

Student

Use to manually schedule the student into available courses by

period.

Course Requests

Use to view the student's current course requests.

How to Change Terms

1. On the start page, search for and select the student.

2. Choose Modify Schedule from the student pages menu. The Modify Schedule page appears.

Schedule User Guide

Work With Student Schedules

3. Click the term link. The Change Term page appears.

4. Use this page to select a different term in which to view the student's schedule.

How to View Entire Year Schedule

Use the Entire Year Schedule link to view the student's schedule by each term within the selected

term.

1. On the start page, search for and select the student.

2. Choose Modify Schedule from the student pages menu. The Modify Schedule page appears.

Schedule User Guide

Work With Student Schedules

3. Click the Entire Year Schedule link. The Entire Year Schedule page displays the student's

schedule for the entire year by terms, such as quarter and semester.

Schedule User Guide

Work With Student Schedules

How to Edit Auto Schedule Parameters

Use Edit Auto Schedule Parameters to modify default parameter settings for this scheduling session.

The defaults for these values are defined via Start Page > School Setup > Scheduling Preferences. It

is often useful to be able to override the default values just for the current scheduling attempt.

1. On the start page, search for and select the student.

2. Choose Modify Schedule from the student pages menu. The Modify Schedule page appears.

3. Click the Edit Auto Schedule Parameters. The Edit Auto Schedule Parameters page displays.

Schedule User Guide

Work With Student Schedules

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

Field

Description

Use buildings

Select this checkbox if this scenario uses buildings.

Use houses

Select this checkbox if this scenario uses houses.

Close sections at

maximum

Select this checkbox to ensure that courses close at their

maximum enrollment numbers.

Use global course

substitutes

Select this checkbox to ensure that the system automatically

inserts any global course substitutes after student course

substitutes have been tried and rejected.

Use student course

substitutes

Select this checkbox to ensure that the system automatically

inserts student course substitutes in the order chosen, if

needed.

Percent of schedule

combinations to

evaluate for each

student

The default value of this field is 10. Change this value only if

you encounter problems with the amount of time the system is

using to build the master schedule. For example, if you enter

25, the system evaluates one-quarter of the possible schedule

combinations for each student. If you enter 75, the system

evaluates three-quarters of the possible schedule combinations

for each student.

Minimum number of

schedule combinations

to evaluate before

skipping

The default value of this field is 10,000. Change this value only if

you encounter problems with the amount of time the system is

using to build the master schedule. Entering a high number

forces the system to sample a minimum number of student

schedule course possibilities.

5. Click Submit. The Changes Recorded page appears.

Schedule User Guide

Work With Student Schedules

How to Modify a Student's Schedule Using Automated Walk-In

Automated Walk-In Scheduling, you no longer are required to manually create schedules for

students who have enrolled in school after the initial scheduling process has been completed.

Instead, you can now leverage the existing scheduling engine, which determines the most optimal

schedule for the student automatically.

In a typical scenario for a school during the first week of a new school year many students either do

not have a schedule or need to revise their previously created schedule. These students are sent to

a counselor who often has many other students waiting to work on their schedule. In this scenario

it can be very frustrating for the counselor to have to manually find open sections in the master

course schedule and try to create a schedule that works best for the student.

With Automated Walk-In Scheduling, the system automatically determines the most optimal

schedule for the student while taking into account the many rules and constraints concerning the

student and schedule, such as load constraints, course relationships, enrollment constraints, and

section types. Additionally, you can select to schedule by team, house, or building. All this can be

done, while locking existing section enrollments in order to preserve those records, yet scheduling

additional requests. Counselors then choose to accept or reject the schedule returned by the

engine before it is made permanent.

The following functional flow describes the basic course of events that you can perform to

successfully create a new schedule for an individual student or modify an existing schedule for an

individual student within PowerSchool.

1. On the start page, search for and select the student.

2. Choose Modify Schedule from the student pages menu. The Modify Schedule - Enrollments

page appears.

Schedule User Guide

Work With Student Schedules

3. Enter the date the enrollment becomes effective. The default is set to today's date.

4. Click Requests. The Modify Schedule - Requests page appears.

5. Before continuing, you can:

•

Select the Lock checkbox next to each section enrollment that should not be

changed by the scheduling engine, if any. For instance, if the user wants the student

to remain in Algebra for period 1, MWF then they would select the Lock checkbox

for that enrollment.

•

Click Del next to the section enrollment you want to delete.

•

Click All Del to delete all existing section enrollments.

6. Click New Request. The Edit Course Request [student name] page appears.

7. Click Associate to select the name of the course. The Associate Course page appears.

8. Press and hold Command (Mac) or Control (Windows) to make multiple selections.

9. Click Submit. The Modify Schedule - Requests page appears, which now reflects the new

requests.

10. Modify the requests by identifying which ones are alternate requests and assigning

priorities or associating one alternate course for the primary request(s).

11. Click Submit. The Modify Schedule - Requests page refreshes.

12. Click Enrollments. The Modify Schedule - Enrollments page appears.

Schedule User Guide

Work With Student Schedules

13. Click Automated Schedule. The information is exported to the scheduling engine. The

scheduling engine determines and creates the most optimal schedule for the student based

on the students course requests, load constraints, course relationships and applicable

scheduling parameters. The results are then imported from the scheduling engine. Once the

engine determines a schedule for the student, the Automated Schedule Results page

appears. The page displays any error messages, enrollments, and course requests. At this

point the results have not become the permanent schedule for the student. The results can

only be accepted or rejected in whole.

Note: You can always modify the schedule by dropping and adding enrollments via the

Modify Schedule page.

14. Do one of the following:

•

<div align="left">If the results are unacceptable, click Discard to clear the results.

The Modify Schedule - Enrollments page appears displaying the original

schedule.</div>

•

If the results are acceptable, click Accept. The Modify Schedule - Enrollments page

appears displaying the new schedule.

How to Manually Modify a Student's Schedule

The schedule list view displays the student's schedule for the currently selected term. Use this page

to manually schedule students after viewing available courses by period.

Additionally, you can add or drop sections from a student's schedule using the Enroll and Drop

pop-up menus. For more information on these topics, see the sections "

Add Sections

" and "

Drop

Sections

1. On the start page, search for and select the student.

2. Choose Modify Schedule from the student pages menu. The Modify Schedule page appears.

Schedule User Guide

Work With Student Schedules

3. Click Manually Schedule Student. The Manually Schedule Student page appears.

Schedule User Guide

Work With Student Schedules

4. Enter the "Enroll date" to indicate when the student enrolled in the selected course(s).

5. Select the checkboxes next to the course, term, and expression in which you want to enroll

the student. Deselect the checkboxes next to the course, term, and expression from which

you want to drop the student.

Note: The student's currently scheduled classes appear in gray, available classes in green,

and full classes in red. If an expression is gray and has a selected checkbox, the student is in

the class. An asterisk (*) notation means that the class is full, regardless of color. If enrolling

the student in a full class, enter the password to override the maximum enrollment in the

field at the bottom of the page.

6. Click Submit.

Schedule User Guide

Work With Student Schedules

Note: To refresh the page to display the last saved selections, click Reset.

7. On the Manually Schedule Student page, click Continue to return to the student's Schedule

List page.

How to Access the Modify Schedule - Requests Page

The Modify Schedule - Requests page supports editing and entering course requests for the

student. Requests are what the engine uses to determine the student's schedule. The student will

not be scheduled for any course that is not requested. The exception to this are locked enrollments,

which will be kept even if a request does not exist for the course.

Although requests may still be entered through the Requests Modify Current and Requests Modify

Future pages, this page offers more flexibility and features. Existing requests entered by any other

method appears on this page.

1. On the start page, search for and select the student.

2. Choose Modify Schedule from the student pages menu. The Modify Schedule page appears.

3. Click Requests. The Modify Schedule - Requests page appears.

Schedule User Guide

Work With Student Schedules

The following information is either captured as part of the PowerScheduler commit process

or can be manually defined:

Field

Description

New

Click to create a new course request.

Number

The number of the requested course appears.

Course Name

The name of the requested course appears.

Alt

Select this checkbox to indicate whether this is an alternate

course request.

Code

Enter any single letter as a way of relating alternate requests to

a primary request. Alternate requests that are assigned this

code will be used to substitute for any primary requests that are

assigned the same code.

Alt Priority

If you selected the Alternate checkbox, enter a priority number

so the system will know which alternate to load first when a

student does not receive the elective.

Section Type

Choose the course's section type, if applicable, from the pop-up

menu. For example, a student may request a bilingual section

of a course.

Alternate 1

Click Associate to select the name of the first alternate for this

course.

Delete

To delete:

•

An existing course request, click YES under the Delete

column next to the appropriate course request.

•

All existing course requests, click ALL at the bottom of

the Delete column.

Schedule User Guide

Work With Student Schedules

How to Create a New Course Requests

1. On the start page, search for and select the student.

2. Choose Modify Schedule from the student pages menu. The Modify Schedule page appears.

3. Click Requests. The Modify Schedule - Requests page appears.

4. Click to create a new course request. The Edit Course Request [student name] page appears.

5. Click Associate to select the name of the course.

Schedule User Guide

Work With Student Schedules

6. Press and hold Command (Mac) or Control (Windows) to make multiple selections.

7. Click Submit. The Modify Schedule - Requests page appears.

8. Enter the information as needed. For detailed information, see the table under “How to

Access the Modify Schedule - Requests Page.”

9. Click Submit.

How to Edit Course Request

1. On the start page, search for and select the student.

2. Choose Modify Schedule from the student pages menu. The Modify Schedule page appears.

3. Click Requests. The Modify Schedule - Requests page appears.

Schedule User Guide

Work With Student Schedules

4. Update information as needed. For detailed information, see the table under “How to

Access the Modify Schedule - Requests Page.”

5. Click Submit.

How to Delete a Course Request

1. On the start page, search for and select the student.

2. Choose Modify Schedule from the student pages menu. The Modify Schedule page appears.

Schedule User Guide

Work With Student Schedules

3. Click Requests. The Modify Schedule - Requests page appears.

4. To delete:

•

An existing course request, click YES under the Delete column next to the

appropriate course request.

•

All existing course requests, click ALL at the bottom of the Delete column.

5. Click Submit.

How to View Student Schedule Preferences

Use this page to view information related to scheduling for the currently selected student.

1. On the start page, search for and select a student.

2. Choose Scheduling Setup from the student pages menu. The Edit Scheduling Preferences

page appears.

Schedule User Guide

Work With Student Schedules

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

Field

Description

Next Year Grade

Enter the grade level that the student will be in next year.

Priority

Enter a scheduling priority level for the student.

Schedule This Student

Select this checkbox if you want to schedule the student at this

time.

Year of Graduation

Enter the year that the student should graduate.

Next School Indicator

Select the school that the student will enter next year.

Next Year

Campus/Building

To select the campus or building that the student will go to

next year, click Associate. Select a campus or building, and click

Submit.

Next Year House

To select the house that the student will belong to next year,

click Associate. Select a house, and click Submit.

Next year Team

Choose the team that the student will belong to next year from

the pop-up menu.

4. Click Submit. The Changes Recorded page appears.

Schedule User Guide

Schedule

Student Schedule

There are three ways to display a student's schedule. The

Bell Schedule View

displays the

student's schedule for the current week. The

List View

displays the student's schedule for the

selected term in a list format. The

Matrix View

displays the student's schedule for the selected

term in a graphical format.

How to View a Student's Bell Schedule

1. On the start page, search for and select the student.

2. Choose Bell Schedule View from the student pages menu. The Bell Schedule View page

displays the student's schedule for the current week.

Schedule User Guide

Schedule

How to View a Student's Schedule (List View)

1. On the start page, search for and select the student.

2. Choose List View from the student pages menu. The Schedule List View page displays the

student's schedule for the currently selected term.

The following information appears for each line item: schedule expression, term, course

number, section number, course name, teacher, room number, enrollment date, and exit

date.

3. To change terms, click the term link. The Change Term page appears. Use this page to select

a different term in which to view the student's schedule.

4. To view the student's schedule by each term within the selected term, click the Entire Year

Schedule link. The Entire Year Schedule page displays the student's schedule for the entire

year by terms, such as quarter and semester.

Schedule User Guide

Schedule

How to Display a Student's Schedule (Matrix View)

The schedule matrix graphically represents a student's schedule for all days, periods, and terms in

the selected year for the current school.

1. On the start page, search for and select the student.

2. Choose Matrix View from the student pages menu. The Schedule Matrix View page appears.

Schedule User Guide

Schedule

The schedule matrix view displays the student's schedule for each period and day in each term.

Identical colors on the schedule indicate the same period. A blank block means that nothing is

scheduled for that block in that term. Each block can include the following information, depending

on the matrix display preferences: course name, course number, section number, teacher name ,

room number, expression, which is the combination of period(s) and day(s), and year term.

For more information on the student schedule matrix preferences, see the section "

Miscellaneous

System Administration

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.

Schedule User Guide

Schedule

Field

Description

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.

Add Section Enrollments

Manual scheduling is section-specific and allows you to add one or more specific sections in which

to enroll the student, overriding the system-defined schedule if one exists.

Use the

Search Available Courses

Quick Enroll

functions on the Modify Schedule -

Enrollments page to enroll students in a course section.

How to Add a Section Enrollment to a Student Schedule Using Quick Enroll

If you know the course number and the specific section of the course you want to enroll the

student, you can use the Quick Enroll function to enroll the student immediately into the section.

1. On the start page, search for and select the student.

2. Choose Modify Schedule from the student pages menu. The Modify Schedule - Enrollments

page appears.

Schedule User Guide

Schedule

3. Enter the course and section number in the Course.Section field.

4. Click Enroll. The Modify Schedule - Enrollments page refreshes and displays the new

enrollment.

How to Add a Section to a Student Schedule Using Search Available Courses

To search for available courses per period, use the Search Available Course function. You can enter

the number of the course in the Course Number field or leave it blank to search all courses. Then,

choose the period from the Period pop-up menu to search for sections that are available at that

time. Choose All to search for all available sections in all periods.

1. On the start page, search for and select the student.

2. Choose Modify Schedule from the student pages menu. The Modify Schedule - Enrollments

page appears.

Schedule User Guide

Schedule

3. Choose the period in which you want to enroll the student from the Period pop-up menu.

Choose All to search for all available sections in all periods.

4. Click Find. The Available Courses page appears displaying a list of courses taught during

that period.

Schedule User Guide

Schedule

Note: For information on the filter options, see the section "

How to Filter Manual

Schedule Options

The page displays the following information:

Field

Description

Crs.Sec

The course and section number.

Course Name

The course name.

Expression

The period and day combination.

Term

The selected term.

Teacher

The teacher's name.

Grade

The grade level.

Credit Type

The credit type, such as Math.

Cr Hours

The number of credit hours earned by taking this course.

Enrollment

The number of students currently enrolled in this course during

the selected period, followed by the maximum enrollment

figure.

5. Enter the effective enroll date at the top of the page 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.

6. Click a course name to add that course to the student's schedule during the selected period.

The Scheduling page appears.

If your system is configured to notify you that the section enrollment is at or above capacity,

the "Section is Full" page appears if the section is at or above capacity. You must enter a

password to override the capacity.

Schedule User Guide

Schedule

How to Filter Manual Schedule Options

Filter the courses that appear on the Available Courses page when manually scheduling students.

Filtering focuses your search for an available class according to a number of criteria, such as

teacher, credits, and current class size.

1. On the start page, search for and select the student.

2. Choose Modify Schedule from the student pages menu. The Modify Schedule - Enrollments

page appears.

3. Choose the period in which you want to enroll the student from the Period pop-up menu.

Choose All to search for all available sections in all periods.

Schedule User Guide

Schedule

4. Click Find. The Available Courses page appears displaying a list of courses taught during

that period.

5. Select one of the following to filter information on the Available Courses page.

Field

Description

Period

Choose the period from the pop-up menu.

Term

Choose the term from the pop-up menu.

Teacher

Choose the teacher from the pop-up menu.

Day

Choose the day from the pop-up menu.

Grade

Choose the grade level from the pop-up menu.

Credit Type

Choose the credit type from the pop-up menu, such as Math.

Course

To jump to a particular course, enter the course number and

press Return (Mac) or Enter (Windows).

Show only classes with

available seats

Select this checkbox to display only classes that have not

reached the maximum enrollment.

6. Repeat Step 4 to further filter the selections.

Schedule User Guide

Schedule

Drop Section Enrollments

Manual scheduling is section-specific and allows you to drop one or more section enrollments from

a student's schedule, overriding the system-defined schedule if one exists. Because dropping a

section enrollment from a student's schedule has serious ramifications, use caution when

performing this procedure.

How to Drop a Section Enrollment From a Student Schedule

Drop section enrollments individually and immediately by clicking the appropriate Drop button

next to the section enrollment you want to delete. To efficiently drop more than one section

enrollment from a student's schedule, see the section "

How to Drop Section Enrollments

From a Student Schedule

1. On the start page, search for and select the student.

2. Choose Modify Schedule from the student pages menu. The Modify Schedule - Enrollments

page appears.

3. Locate the section enrollment you want to delete.

4. Click Drop next to the section enrollment you want to delete. The Drop Class page appears.

Schedule User Guide

Schedule

5. Verify the information you want to delete.

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

Field

Description

Student

The selected student appears.

Period

The selected period appears.

Course

The selected course appears.

Teacher

The selected teacher appears.

Exit Date

Enter the effective exit 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. This is usually the day after the

student's last day in class.

7. Click Drop Class if you are sure you want to drop the section enrollment. PowerSchool drops

the student from the selected section, and the schedule displays without the deleted

section enrollment.

How to Drop All Sections From a Student Schedule

Use this procedure to drop all section enrollments from a student's schedule.

1. On the start page, search for and select the student.

Schedule User Guide

Schedule

2. Choose Modify Schedule from the student pages menu. The Modify Schedule - Enrollments

page appears.

3. Click All in the Drop column. The Drop Classes page appears.

4. Enter the first day the student is not in class in the Exit Date field 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.

5. Click Drop Classes. The Changes Recorded page appears.

Schedule User Guide

Schedule Reports

Student Listings

Student listing reports display lists of students, either by class or schedule.

How to Run the Class Rosters (PDF) Report

Generate a class roster as a PDF file for the current term or previous terms.

1. On the start page, choose Reports from the main menu.

2. On the Reports page, click Run Reports.

3. On the Run Reports page, click Class Rosters (PDF). The Class Rosters (PDF) page appears.

Schedule User Guide

Schedule Reports

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

Schedule User Guide

Schedule Reports

Field

Description

Print roster(s) for

Select the teacher(s) whose attendance records are to be

audited. Press and hold Command (Mac) or Control (Windows)

to select multiple teachers.

Meeting(s)

Enter the meeting(s) to be audited in the second field. To audit

all meetings, use a blank field.

Include students who

Select an enrollment period option. Some options require you

to enter a date or date range 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.

Heading Font

Choose the heading font from the pop-up menu.

Heading Style

Enter the font size and line height in points. One point equals

1/72 of an inch.

Select the Bold checkbox to bold the heading.

Print heading on

Choose an option from the pop-up menu to determine how

you want the heading to print.

Heading Text

Enter the content to include in the report heading using text,

HTML tags, and PowerSchool data codes. For a complete list of

data codes, visit the PowerSchool Customer Support web site at

https://www.powerschool.com/support/downloads/

and

click PowerSchool Codes. For a complete list of field codes, click

View Field List on the PowerSchool start page.

Roster Font

Choose the roster listing font from the pop-up menu.

Roster Style

Enter the font size and line height in points. One point equals

1/72 of an inch.

Select the Bold checkbox to bold the roster listing.

Roster Columns

Enter the content to include in the student listings columns

using the format "field name \ column title \ column width \

alignment." For a complete list of field codes, click Fields.

Rule Width

Enter the thickness in inches of the vertical and horizontal lines

on the report, as well as the outline of the entire report.

Cell Padding

Enter the width of each cell and the amount of space from all

sides of the cells to the text in points. One point equals 1/72 of

an inch.

Page size

Choose a size for the report page from the pop-up menu. If you

choose a custom size, enter the size of the page in inches.

Schedule User Guide

Schedule Reports

Field

Description

Margins

Enter the size of the margins in inches.

Orientation, Scale

Use the pop-up menu to choose the page layout. Portrait is a

vertical page; landscape is a horizontal page.

Scale is the finished size of the report. Fit more on a page by

reducing it by a percentage, but remember to leave it as large

as possible for easier viewing.

Watermark Text

If you want to print text as a watermark on each page of the

report, use the pop-up menu to either choose one of the

standard phrases or choose Custom and enter the text you

want to print as a watermark in the field.

Watermark Mode

Use the pop-up menu to determine how you want the text to

print. Watermark prints the text behind objects on the report,

while Overlay prints the text over objects on the report.

When to print

To run this report, select a time to start it:

•

ASAP: Execute immediately.

•

At Night: Execute during the next evening.

•

On Weekend: Execute during the next weekend.

•

On Specific Date/Time: Execute on the date and time

specified in the following fields 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.

5. Click Submit. PowerSchool runs the report, and the report queue appears. Depending on

your specifications, this could take several minutes.

6. Click Completed to display the report.

Schedule User Guide

Schedule Reports

Proceed by printing the report from your web browser or saving it to another application.

For more information, see the section "

Run, Print, and Save Reports

How to Run the Master Schedule (PDF) Report

Generate a PDF file for the current master schedule. The master schedule PDF report displays

schedule information for sections that are in session during the selected term. Before proceeding,

change the selected term, if necessary. For more information, see the section "

How to Change

Terms

1. On the start page, choose Reports from the main menu.

2. On the Reports page, click Run Reports.

3. On the Run Reports page, click Master Schedule (PDF). The Master Schedule PDF page

appears.

Schedule User Guide

Schedule Reports

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

Schedule User Guide

Schedule Reports

Field

Description

Periods

Select the checkbox(es) to indicate which periods to display on

the master schedule. To display all periods, select the All

Periods checkbox.

Days

Select the checkbox(es) to indicate which days to display on the

master schedule. To display all days, select the All Days

checkbox.

Credit Type

Enter the credit type to indicate which credit type to display on

the master schedule, such as

MATH

. To display all credit types,

do not enter anything in the field.

Rooms

Select the room(s) to display on the master schedule. Press and

hold Command (Mac) or Control (Windows) to make multiple

selections. Select All Rooms to display all rooms.

Teachers

Select the teacher(s) to display on the master schedule. Press

and hold Command (Mac) or Control (Windows) to make

multiple selections. Select All Teachers to display all teachers.

Sort By

Select a sort order option for the master schedule:

•

Teachers

•

Credit Type

•

Department

•

Room

Period/Day orientation

Select whether you want either periods or days to appear as

columns across the top of the report.

Heading Font

Choose the heading font from the pop-up menu.

Heading style

Enter the font size and line height in points. One point equals

1/72 of an inch.

Select the checkbox(es) to apply styles to the heading, such as

the Bold checkbox to bold the heading.

Print heading on

Choose an option from the pop-up menu to determine how

you want the heading to print.

Column title font

Choose the column title font from the pop-up menu.

Column title style

Enter the font size and line height in points. One point equals

1/72 of an inch.

Select the checkbox(es) to apply styles to the column title, such

as the Bold checkbox to bold the column title.

Schedule User Guide

Schedule Reports

Field

Description

Print column titles on

Choose an option from the pop-up menu to determine on

which pages you want the column titles to appear.

Body Font

Choose the body font from the pop-up menu.

Body Font style

Enter the font size and line height in points. One point equals

1/72 of an inch.

Select the checkbox(es) to apply styles to the body text, such as

the Bold checkbox to bold the body text.

Cell Padding

Enter the width of each cell and the amount of space from all

sides of the cells to the text in points. One point equals 1/72 of

an inch.

Page size

Choose a size for the report page from the pop-up menu. If you

choose a custom size, enter the size of the page in inches.

Margins

Enter the size of the margins in inches.

Orientation, Scale

Use the pop-up menu to choose the page layout. Portrait is a

vertical page; landscape is a horizontal page.

Scale is the finished size of the report. Fit more on a page by

reducing it by a percentage, but remember to leave it as large

as possible for easier viewing.

Watermark Text

If you want to print text as a watermark on each page of the

report, use the pop-up menu to either choose one of the

standard phrases or choose Custom and enter the text you

want to print as a watermark in the field.

Watermark Mode

Use the pop-up menu to determine how you want the text to

print. Watermark prints the text behind objects on the report,

while Overlay prints the text over objects on the report.

When to print

To run this report, select a time to start it:

•

ASAP: Execute immediately.

•

At Night: Execute during the next evening.

•

On Weekend: Execute during the next weekend.

•

On Specific Date/Time: Execute on the date and time

specified in the following fields 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.

5. Click Submit. PowerSchool runs the report, and the report queue appears. Depending on

your specifications, this could take several minutes.

Schedule User Guide

Schedule Reports

6. Click Completed to display the report.

Proceed by printing the report from your web browser or saving it to another application.

For more information, see the section "

Run, Print, and Save Reports

How to Run the Student Schedule Listing Report

This report provides a printout of students' classes and lets you know where they are during which

periods.

1. On the start page, choose Reports from the main menu.

2. On the Reports page, click Run Reports.

3. On the Run Reports page, click Student Schedule Listing. The Student Schedule Listing page

appears.

Schedule User Guide

Schedule Reports

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

Field

Description

Students to Include

The number of selected students appears.

Report Title

Enter the title for the report.

Include for each class

Select the checkboxes to indicate what data you want to

include for each class. Select any combination of the following

checkboxes:

•

Select the checkbox(es) to display the room, course, and

teacher information for each class.

•

If you want to include grades, select the checkbox and

use the pop-up menu to choose either Historical Grade

or Current Grade.

•

If you select Historical Grade or Current Grades above,

enter the Store Code/Final Grade, such as

Q1

Q2

•

Citizenship

•

Attendance: If you select Attendance, enter the

attendance code.

•

Attendance points

•

Assignment Score: If you select Assignment Score, enter

the score.

Schedule User Guide

Schedule Reports

Field

Description

Scan Enrollment as of

this Date

Enter the student enrollment dates to scan 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.

Range of Periods

Enter the range of periods to scan.

Range of Days

Enter the range of days to scan.

How many students

between breaks

Enter the number of student records to display before a break

in the report.

Show only these pages

Select this checkbox to limit the number of pages to display. If

you select this checkbox, enter the page number range in the

next fields.

5. Click Submit. The resulting report displays students and their teachers for the selected

periods.

Proceed by printing the report from your web browser or saving it to another application.

For more information, see the section "

Run, Print, and Save Reports

Schedule User Guide

Schedule Reports

Enrollment Reports

When setting up any of the reports, you can screen for students in special programs. If the students

are in the selected program at any time during the specified period, they are included in the report

results. For each report, you can click "Check for possible conflicts" to display any students with

errors on their class enrollment dates.

How to Run the Class Size Reduction Report

The Class Size Reduction report provides a day-to-day count of section enrollment over a specified

period. When setting up the report, exclude students in a special program from the enrollment

count by selecting the special program from the pop-up menu. At least one course number must

be entered to run the report. To display detailed enrollment per section, see the section "

How to

Run the Enrollment by Section Report

1. On the start page, choose Reports from the main menu. The Reports page appears.

2. Click Run Reports. The Run Reports page appears.

3. Click Class Size Reduction Report. The Class Size Reduction Report page appears.

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

Schedule User Guide

Schedule Reports

Field

Description

Report Name

The name of this report.

Description

A description of this report's function.

Reporting Segment or

Begin Date and Ending

Date

Select which date range to use for this report:

•

Reporting Segment: Choose a reporting segment from

the pop-up menu. For more information on reporting

segments, see the section "

Reporting Segments

•

Begin Date and Ending Date: Specify a date range in the

blank fields 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.

Note: The date entered must fall within the selected school

year term.

Lines per page

Enter the number of data rows you want to appear on each

page of the report.

Starting Page Number

Enter the page number from which you want the report to

start.

Exclude counts for

students enrolled in this

Special Program

Use the pop-up menu to indicate any special program you

want to exclude from being counted.

Sort By

Select the sort order:

•

Course Number

•

Teacher Name

•

Grade Level

Include only these

Course Numbers

Enter the course number(s). Separate multiple courses with

commas. Use a blank field to scan all courses.

Include/Exclude Section

Numbers

Select the option to exclude or include any sections.

Section Numbers

Enter the section number(s) to be included or excluded.

Separate multiple sections with commas. Use a blank field to

scan all sections.

5. Click Submit. The report results display based on the parameters you selected. Depending

on your specifications, this could take several minutes.

6. Print the report from your web browser or save it to another application. For more

information, see the section "

Run, Print, and Save Reports

Schedule User Guide

Schedule Reports

How to Run the Enrollment by Grade Report

Use the Enrollment by Grade report to generate a summary of student enrollment by grade level.

1. On the start page, choose Reports from the main menu. The Reports page appears.

2. Click Run Reports. The Run Reports page appears.

3. Click "Enrollment by Grade." The Enrollment by Grade Report page appears.

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

Field

Description

School

The selected school appears.

Reporting Segment

Use the pop-up menu to choose the reporting segment if you

are not using a date range. For more information on reporting

segments or to create a reporting segment, see the section

Reporting Segments

Grades

Select the checkbox(es) of the grade level(s) you want to scan

or leave all the checkboxes blank to scan all grade level(s).

5. Click Submit. The report results display based on the parameters you selected. Depending

on your specifications, this could take several minutes.

6. Print the report from your web browser or save it to another application. For more

information, see the section "

Run, Print, and Save Reports

How to Run the Enrollment by Section Report

This report provides current year enrollment

statistics

for class sections. To report on class size,

see the section "

How to Run the Enrollment by Section (Class Size) Report

1. On the start page, choose Reports from the main menu. The Reports page appears.

2. Click Run Reports. The Run Reports page appears.

3. Click "Enrollment by Section." The "Enrollment by Section" page appears.

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

Field

Description

Report Name

The name of this report.

Description

A description of this report's function.

Schedule User Guide

Schedule Reports

Field

Description

Reporting Segment or

Begin Date and Ending

Date

Select which date range to use for this report:

•

Reporting Segment: Choose a reporting segment from

the pop-up menu. For more information on reporting

segments, see the section "

Reporting Segments

•

Begin Date and Ending Date: Specify a date range in the

blank fields 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.

Note: The date entered must fall within the selected school

year term.

Processing Options

To run this report, select a time to start it:

•

Execute Now: Executes the report immediately in the

current window.

•

In Background Now: Executes the report immediately in

the Background.*

•

ASAP: Executes the report in the order it is received in

the Report Queue.*

•

At Night: Execute during the next evening.*

•

On Weekend: Execute during the next weekend.*

•

On Specific Date/Time: Execute on the date and time

specified in the Specific Date/Time fields.*

*After submitting this report, it will be processed in the report

queue. On the navigation bar, click the Report Queue icon . The

Report Queue - My Jobs page displays all your reports.

Specific Date/Time

If you selected On Specific Date/Time for Processing Output,

enter the date to scan 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.

Use the pop-up menus to indicate hour and minute.

Sort By

Select the sort order:

•

Course

•

Teacher

Include only these

Course Numbers

Enter the course number(s). Separate multiple courses with

commas. Use a blank field to scan all courses.

Schedule User Guide

Schedule Reports

Field

Description

Include/Exclude Section

Numbers

Select the option to exclude or include any sections.

Section Numbers

Enter the section number(s) to be included or excluded.

Separate multiple sections with commas. Use a blank field to

scan all sections.

5. Click Submit. The report results display based on the parameters you selected. Depending

on your specifications, this could take several minutes. The following information appears in

the output file:

Column Name

Description

Teacher

The name of the teacher teaching the section ( Last, First,

Middle).

Course Name

The name of the course for the section.

Section Number

The section number of the section.

Grade

The grade level associated with the current section.

Begin Enrollment

The student enrollment in the section as of the start date of the

reporting period.

Entries

How many students were added to the section.

Note: If a student enters the same section twice, it will count as

two entries.

Withdrawals

How many students were withdrawn from a section.

Note: If a student enters the same section twice, it will count as

two entries.

End Enrollment

The enrollment at the end of the reporting period.

Enrollment for Period

How many total enrollments for the reporting period.

Enrollment to Date

The current enrollment as of today.

Aggregate Days

Attended

The total number of days attended by all of the students

enrolled in the section during the date range.

Average Days Attended

This is the ADA (the number of days in the date range /

Aggregate Days Attended).

Days Absent

The total number of days absent for the section during the

reporting period.

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Column Name

Description

Days Off Track

The total number of off track days for the students enrolled in

the section during the reporting period.

Total Days not Enrolled

The total number of days students are not enrolled in this

section. That is, students who are enrolled at some point during

the year, but are not enrolled one or more days during the

reporting period.

Aggregate Days

Belonging

The total membership for this section during the reporting

period.

Average Number

Belonging

The Average Daily Membership for this section during the

reporting period (Aggregate Days Belonging / number of

meeting days in reporting period).

Percent Attendance

Of the total potential Attendance for the Reporting Period,

What is the Percent of the actual attendance? (Aggregate Days

Attended / Average Number Belonging)

6. Print the report from your web browser or save it to another application. For more

information, see the section "

Run, Print, and Save Reports

How to Run the Enrollment Summary by Date Report

This report is the same as the Enrollment Summary except it can be run by a selected date instead

of just the current date. The resulting report displays a breakdown for the entire school. Column

titles describe the contents of each column. Row numbers indicate grade levels. The small blue

numbers (to the left of the slash) indicate male students; the small red numbers (to the right of the

slash) indicate female students. Large, bold blue numbers indicate the total enrollment of male and

female students for that classification

1. On the start page, choose Reports from the main menu. The Reports page appears.

2. Click Run Reports. The Run Reports page appears.

3. Click "Enrollment Summary by Date." The Enrollment Summary by Date page appears.

4. Enter the date as of which you want to calculate enrollments 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.

Note: The date entered must fall within the selected school year term.

5. Click Submit. The report results display based on the parameters you selected. Depending

on your specifications, this could take several minutes.

6. Use the Vocational Courses Aggregate Membership report to generate a list of vocational

sections and their current membership totals. Print the report from your web browser or

save it to another application. For more information, see the section Use the Aggregate

Membership Audit report to generate membership audit by section information. "

Run,

Print, and Save Reports

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How to Run the Vocational Courses Aggregate Membership Report

Use the Vocational Courses Aggregate Membership report to generate a list of vocational sections

and their current membership totals.

1. On the start page, choose Reports from the main menu. The Reports page appears.

2. Click Run Reports. The Run Reports page appears.

3. Click Voc. Courses Agg. Membership. The Vocational Courses Aggregate Membership

Report page appears.

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

Field

Description

Report Name

The name of this report.

Description

A description of this report's function.

Lines per page

Enter the number of data rows you want to appear on each

page of the report.

Starting Page Number

Enter the page number from which you want the report to

start.

Processing Options

To run this report, select a time to start it:

•

Execute Now: Executes the report immediately in the

current window.

•

In Background Now: Executes the report immediately in

the Background.*

•

ASAP: Executes the report in the order it is received in

the Report Queue.*

•

At Night: Execute during the next evening.*

•

On Weekend: Execute during the next weekend.*

•

On Specific Date/Time: Execute on the date and time

specified in the Specific Date/Time fields.*

*After submitting this report, it will be processed in the report

queue. On the navigation bar, click the Report Queue icon . The

Report Queue - My Jobs page displays all your reports.

Specific Date/Time

If you selected On Specific Date/Time for Processing Output,

enter the date to scan 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.

Use the pop-up menus to indicate hour and minute.

5. Click Submit. You do not need to enter any data to run the report; simply wait for the

output. This could take several minutes. The resulting report displays the schedule of

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vocational courses and the number of students in each class. It also displays the number of

membership days for the different classes. Proceed by doing one of the following:

•

Click a number of aggregate membership days to view an audit page.

•

Click an underlined number in the Size column to view the list of students in the

class.

•

Click a section number to view a description of the section.

•

Print the report from your web browser or save it to another application. For more

information, see the section "

Run, Print, and Save Reports

How to Run the School Enrollment Audit Report

Use the School Enrollment Audit report to detect possible school enrollment errors.

1. On the start page, choose Reports from the main menu. The Reports page appears.

2. Click Run Reports. The Run Reports page appears.

3. Click School Enrollment Audit. The Possible Conflicts for School Enrollment Audit page

appears.

How to Run the Section Enrollment Audit Report

Use the Section Enrollment Audit report to detect possible section enrollment errors.

1. On the start page, choose Reports from the main menu. The Reports page appears.

2. Click Run Reports. The Run Reports page appears.

3. Click Section Enrollment Audit. The Possible Conflicts for Section Enrollment Audit page

appears.

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Entry Codes

Use entry codes to identify the reasons why students enroll in and transfer to your school.

How to Add an Entry Code

You must log in to the district office before performing this procedure.

1. On the start page, choose District from the main menu.

2. Click Entry Codes. The Entry Codes page appears.

3. Click New. The Edit Entry Codes page appears.

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

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Field

Description

Code

Enter the code.

Meaning

Enter a description of the code.

5. Click Submit. The Entry Codes page displays the new code and its meaning. Any authorized

user can apply the new code to any student transferring out of your school.

How to Edit an Entry Code

Everyone who enrolls or transfers students will be affected by any changes you make to a code. You

may want to discuss changes with other users before making them.

You must log in to the district office before performing this procedure.

1. On the start page, choose District from the main menu.

2. Click Entry Codes. The Entry Codes page appears.

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3. Click the code or the meaning of the code to be edited. The Edit Entry Codes page appears.

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

Field

Description

Code

Edit the code.

Meaning

Edit a description of the code.

5. Click Submit. The Entry Codes page displays the edited code and its meaning. Authorized

users can apply the edited code to any student transferring out of your school.

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How to Delete an Entry Code

Everyone who manages transfers will be affected by changes you make to a code. You may want to

discuss changes with other users before making them.

You must log in to the district office before performing this procedure.

1. On the start page, choose District from the main menu.

2. Click Entry Codes. The Entry Codes page appears.

3. Click the code or the meaning of the code to be deleted. The Edit Entry Codes page

appears.

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4. Click Delete. The Entry Codes page displays without the deleted code:

Exit Codes

Use exit codes to identify the reasons why students leave your school.

How to Add an Exit Code

You must log in to the district office before performing this procedure.

1. On the start page, choose District from the main menu.

2. Click Exit Codes. The Exit Codes page appears.

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3. Click New. The Edit Exit Codes page appears.

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

Field

Description

Code

Enter the code.

Meaning

Enter a description of the code.

5. Click Submit. The Exit Codes page displays the new code and its meaning. Authorized users

can apply the new code to any student transferring out of your school.

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How to Edit an Exit Code

Everyone who transfers students out of your school will be affected by changes you make to a

code. You may want to discuss changes with other users before making them.

You must log in to the district office before performing this procedure.

1. On the start page, choose District from the main menu.

2. Click Exit Codes. The Exit Codes page appears.

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3. Click the code or the meaning of the code to be edited. The Edit Exit Codes page appears.

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

Field

Description

Code

Edit the code.

Meaning

Edit a description of the code.

5. Click Submit. The Exit Codes page displays the edited code and its meaning. Authorized

users can apply the edited code to any student transferring out of your school.

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How to Delete an Exit Code

Everyone who manages transfers will be affected by changes you make to a code. You may want to

discuss changes with other users before making them.

You must log in to the district office before performing this procedure.

1. On the start page, choose District from the main menu.

2. Click Exit Codes. The Exit Codes page appears.

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3. Click the code or the meaning of the code to be deleted. The Edit Exit Codes page appears.

4. Click Delete. The Exit Codes page displays without the deleted code.

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Next School

Add, edit, or delete a school to which the selected group of students graduates when they leave

your school. Next school selections are made either per student or as a default for all students. For

more information on setting the default school, see the section "

Next School Indicator

If the next schools share your PowerSchool system, PowerSchool automatically transfers student

records to the next school when you use the end-of-year process.

How to Create a Next School Indicator

If there is more than one school that your students often graduate to or move to, you may want to

set up additional next school indicators.

1. On the start page, choose School from the main menu.

2. Click Next School. The Next School page appears.

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3. Click New. The Edit ‘Next School’ Record page appears.

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

Field

Description

SchoolName

Enter the name of the school.

School abbrev.

Enter the abbreviation for the school.

School number

Enter the school number.

Sort order for display

Choose the sort order on the list of next schools from the pop-

up menu.

5. Click Submit. The Next School page displays the new school.

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Now you and other users can assign it as the next school for any student.

How to Edit a Next School Indicator

There are times when it is necessary to edit a next school record on the PowerSchool system. The

changes you make to the next school record apply to the school and not to the students who are

assigned to attend that school.

1. On the start page, choose School from the main menu.

2. Click Next School. The Next School page appears.

3. Click the school name, school abbreviation, or school number to be changed. The Edit ‘Next

School’ Record page appears.

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

Field

Description

SchoolName

Edit the name of the school.

School abbrev.

Edit the abbreviation for the school.

School number

Edit the school number.

Sort order for display

Choose the sort order on the list of next schools from the pop-

up menu.

5. Click Submit. The Next School page displays the changes.

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How to Delete a Next School Indicator

If students are no longer continuing on to a particular school that has been set up as a next school,

delete that school from the list. Before doing so, it is important to verify that the school is to be

removed. Any student assigned to that school is impacted by this change.

1. On the start page, choose School from the main menu.

2. Click Next School. The Next School page appears.

3. Click the school name, school abbreviation, or school number to be deleted. The Edit ‘Next

School’ Record page appears.

4. Click Delete. The Next School page displays without the deleted school.

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Load Constraints

The School Setup menu includes a Scheduling link, Constraints. Click the Constraints link to access

the Constraints page, which you can use to define scheduling constraints for students. Load

constraints restrict the way the system loads students into courses that have already been

scheduled.

This information is either captured as part of the PowerScheduler commit process or can be

manually defined (added, edited, deleted) using these pages. In the past, this information was

strictly defined within the context of mass scheduling within PowerScheduler.

Note: Since constraints restrict student schedules, the more constraints you define, the less

flexibility the system has to load students into courses and the less optimal the resulting schedule

will be. It is always best to use the fewest number of constraints required to accomplish your

scheduling goals.

How to Add a Student/Student Avoid Constraint

Use a Student/Student Avoid constraint to specify that two selected students cannot be scheduled

into any of the same course sections.

1. On the start page, choose School from the main menu. The School Setup page appears.

2. Click Constraints. The Constraints page appears.

3. Click Student Avoid. The Student/Student Avoid Constraints page appears.

4. Click New. The Edit Student/Student Avoid Constraint page appears.

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

Field

Description

Student 1

Click Associate to select the name of one of the students you

want to separate from one another.

Student 2

Click Associate to select the name of the other student.

6. Click Submit. The Student/Student Avoid Constraints page appears.

How to Add a Student/Teacher Avoid Constraint

Use a Student/Teacher Avoid constraint to specify that this student and this teacher cannot be

scheduled into any of the same course sections.

1. On the start page, choose School from the main menu. The School Setup page appears.

2. Click Constraints. The Constraints page appears.

3. Click Teacher Avoid. The Student/Teacher Avoid Constraints page appears.

4. Click New. The Edit Student/Teacher Avoid Constraint page appears.

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

Field

Description

Student

Click Associate to select the name of the student you want to

avoid scheduling with a selected teacher.

Teacher

Click Associate to select the name of the teacher you want to

avoid scheduling with the selected student.

6. Click Submit. The Student/Teacher Avoid Constraints page appears.

How to Add a Student Free Constraint

Use a Student Free constraint to specify those periods when a student must be free, such as when

taking a course at another school.

1. On the start page, choose School from the main menu. The School Setup page appears.

2. Click Constraints. The Constraints page appears.

3. Click Student Free. The Student Free Constraints page appears.

4. Click New. The Edit Student Free Constraint page appears.

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

Field

Description

Student

Click Associate to select the name of the student who needs to

have a free period(s).

Term

Choose the term that this student needs the free period(s) from

the pop-up menu.

Schedule

Select the checkbox next to each period in each day that you

want to schedule this student to have a free period(s).

6. Click Submit. The Student Free Constraints page appears.

How to Add a Section Link Constraint

Use a Section Link constraint to specify that if students are enrolled in one course section, they

must also be enrolled in another, specific course section.

1. On the start page, choose School from the main menu. The School Setup page appears.

2. Click Constraints. The Constraints page appears.

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3. Click Section Link. The Section Link Constraints page appears.

4. Click New. The Edit Section Link Constraint page appears.

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

Field

Description

Course Number 1

Click Associate to select the name of one of the courses for

which you want to link a section.

Section Number 1

Enter the section number of the course in the Course Number 1

field that you want to link to another course section.

Course Number 2

Click Associate to select the name of the other course for which

you want to link a section.

Section Number 2

Enter the section number of the course in the Course Number 2

field that you want to link to the section in the Section Number

1 field.

6. Click Submit. The Section Link Constraints page appears.

How to Add a Student Preference Constraint

Use a Student Preference constraint to schedule a student into a particular course section. You can

also specify the course per a specific term and teacher.

1. On the start page, choose School from the main menu. The School Setup page appears.

2. Click Constraints. The Constraints page appears.

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3. Click Student Pref. The Student Preference Constraints page appears.

4. Click New. The Edit Student Preference Constraint page appears.

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

Field

Description

Student

Click Associate to select the name of the student you want to

force to schedule in a specific course section.

Course Number

Click Associate to select the name of the course.

Term

Choose the term to which you want this constraint to apply

from the pop-up menu (optional).

Section Number

Enter the section number of the course into which you want

the student to be scheduled.

Teacher

Click Associate to select the name of the teacher who instructs

this course section (optional).

6. Click Submit. The Student Preference Constraints page appears.

How to Modify Load Constraints

After creating load constraints, you can modify them by choosing Constraints under the Scheduling

heading from the School Setup menu. Select the constraint you created to view the constraints by

type.

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1. On the start page, choose School from the main menu. The School Setup page appears.

2. Click Constraints. The Constraints page appears.

3. Click the name of the type of constraint you want to modify, such as Student Avoid.

4. Click the course name, student name, or teacher name in the row of the constraint you

want to modify. The Edit page for that particular constraint appears.

5. Edit the information as needed:

•

Student Avoid

•

Teacher Avoid

•

Student Free

•

Section Link

•

Student Pref

Note: See above sections for detailed information.

6. Click Submit. The appropriate constraints page appears.

How to Delete Load Constraints

After creating load constraints, you can delete them by choosing Constraints under the Scheduling

heading from the School Setup menu. Select the constraint you created to view the constraints by

type.

1. On the start page, choose School from the main menu. The School Setup page appears.

2. Click Constraints. The Constraints page appears.

3. Click the name of the type of constraint you want to delete, such as Student Preference.

4. Click the course name, student name, or teacher name in the row of the constraint you

want to delete. The Edit page for that particular constraint appears.

5. Click Delete. The Selection Deleted page appears.

Scheduling Preferences

The School Setup menu includes a Scheduling link, Preferences. Click the Preferences link to access

the Scheduling Preferences page, which you can use define scheduling preferences, teams, houses,

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buildings, and section types. Note the page is divided into five functional areas: Preferences, Teams,

Houses, Buildings, and Section Types. By default, the Preferences tab is selected.

This information is either captured as part of the PowerScheduler commit process or can be

manually defined (added, edited, deleted) using these pages. In the past, this information was

strictly defined within the context of mass scheduling within PowerScheduler.

How to Define Scheduling Preferences

Use this page to define parameters, which determine how long the system spends scheduling each

course, section, and student.

1. On the start page, choose School from the main menu. The School Setup page appears.

2. Click Preferences. The Scheduling Preferences page appears.

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

Field

Description

Use Buildings

Select this checkbox if this scenario uses buildings.

Use Houses

Select this checkbox if this scenario uses houses.

Close Sections at Max

Enrollment

Select this checkbox to ensure that courses close at their

maximum enrollment numbers.

Use Global Course

Alternate Substitution

Select this checkbox to ensure that the system automatically

inserts any global course substitutes after student course

substitutes have been tried and rejected.

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Field

Description

Use Student Request

Alternate Substitution

Select this checkbox to ensure that the system automatically

inserts student course substitutes in the order chosen, if

needed.

Percent of schedule

combinations to

evaluate for each

student

The default value of this field is 10. Change this value only if

you encounter problems with the amount of time the system is

using to build the master schedule. For example, if you enter

25, the system evaluates one-quarter of the possible schedule

combinations for each student. If you enter 75, the system

evaluates three-quarters of the possible schedule combinations

for each student.

Minimum number of

schedule combinations

to evaluate before

skipping

The default value of this field is 10,000. Change this value only if

you encounter problems with the amount of time the system is

using to build the master schedule. Entering a high number

forces the system to sample a minimum number of student

schedule course possibilities.

4. Click Submit. The Changes Recorded page appears.

How to Define Teams

Some schools, most often middle or junior high schools, assign students and teachers to teams to

provide the best support and monitoring system. The second tab on the Scheduling Preferences

page is Teams. The Teams page displays the team name and number. Use this page to add, edit,

and delete teams.

1. On the start page, choose School from the main menu. The School Setup page appears.

2. Click Preferences. The Scheduling Preferences page appears.

3. Click the Teams tab. The Teams page appears.

4. To add a new team, click New. The Edit Team page appears.

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5. Enter a name for the team (ten-character limit).

6. Click Submit. The Teams page appears.

7. To edit an existing team, click the name of the team you want to edit. The Edit Team page

appears.

8. Edit the name of the team (ten-character limit).

9. Click Submit. The Teams page appears.

10. To delete an existing team, click the name of the team you want to delete. The Edit Team

page appears.

11. Click Delete. The Selection Deleted page appears.

How to Define Houses

Some schools separate students into houses. For example, assume your school has House A (Grades

9 and 10) and House B (Grades 11 and 12). Determine which rooms, teachers, and students belong

to each house. If the "Use houses" checkbox is selected on the Scheduling Preferences page, the

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system references which house a room is assigned to before scheduling courses in that room and

gives scheduling priority to the appropriate house.

Also, sections will be scheduled for houses based on the house assignment of the teachers

scheduled for those sections. Students assigned to a house will be assigned to a section either

without a house or with the same house, whereas students not assigned a house can be assigned

to any section.

The third tab on the Scheduling Preferences page is Houses. The Houses page displays the house

name and number. Use this page to add, edit, and delete houses.

1. On the start page, choose School from the main menu. The School Setup page appears.

2. Click Preferences. The Scheduling Preferences page appears.

3. Click the Houses tab. The Houses page appears.

4. To add a new house, click New. The Edit House page appears.

5. Enter a name for the house (ten-character limit).

6. Click Submit. The Houses page appears.

7. To edit an existing house, click the name of the house you want to edit. The Edit House

page appears.

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8. Edit the name of the house (ten-character limit).

9. Click Submit. The Houses page appears.

10. To delete an existing house, click the name of the house you want to delete. The Edit House

page appears.

11. Click Delete. The Selection Deleted page appears.

How to Define Buildings

If your school campus contains several buildings, you can define each of them. Then, you can

associate these buildings with students, teachers, and rooms. This way, the system knows to

schedule courses in the appropriate building, taught by the appropriate teacher, and taken by the

appropriate students.

The fourth tab on the Scheduling Preferences page is Buildings. The Buildings page displays the

building name and number. Use this page to add, edit, and delete buildings.

1. On the start page, choose School from the main menu. The School Setup page appears.

2. Click Preferences. The Scheduling Preferences page appears.

3. Click the Buildings tab. The Buildings page appears.

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4. To add a new building, click New. The Edit Building page appears.

5. Enter a name for the building (ten-character limit).

6. Click Submit. The Buildings page appears.

7. To edit an existing building, click the name of the building you want to edit. The Edit

Building page appears.

8. Edit the name of the building (ten-character limit).

9. Click Submit. The Buildings page appears.

10. To delete an existing building, click the name of the building you want to delete. The Edit

Building page appears.

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11. Click Delete. The Selection Deleted page appears.

How to Define Section Types

Section types are special sections of a course. For example, your school might offer separate

sections of courses for bilingual students. In this case, one section of the course will be identified as

bilingual. The teacher who instructs this section will have a bilingual section type assignment. The

students' requests will also reflect the bilingual section type.

The fifth tab on the Scheduling Preferences page is Section Types. The Section Types page displays

the section type name and number. Use this page to add, edit, and delete section types.

1. On the start page, choose School from the main menu. The School Setup page appears.

2. Click Preferences. The Scheduling Preferences page appears.

3. Click the Section Types tab. The Section Types page appears.

4. To add a new section type, click New. The Add/Edit Section Types page appears.

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5. Enter a name for the section type (twenty-character limit).

6. Enter a section type code (two-character limit).

7. Click Submit. The Section Types page appears.

8. To edit an existing section type, click the name of the section type you want to edit. The

Add/Edit Section Types page appears.

9. Edit the information as needed.

10. Click Submit. The Section Types page appears.

11. To delete an existing section type, click the name of the section type you want to delete.

The Add/Edit Section Types page appears.

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12. Click Delete. The Selection Deleted page appears.