District System Administrator User Guide
PowerSchool
Student Information System
District System Administrator User Guide
Introduction
© 2004 Apple Computer, Inc. All rights reserved.
2
Document Properties
Copyright
© 2004 Apple Computer, Inc. All rights reserved. This document is the property
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.
District System Administrator User Guide
Introduction
© 2004 Apple Computer, Inc. All rights reserved.
3
Contents
Introduction ....................................................................................................................................................................13
Legend ..........................................................................................................................................................................................14
Audience..............................................................................................................................................................................14
Security.............................................................................................................................................................................15
Security Permissions ......................................................................................................................................................15
How to Add a New User......................................................................................................................................15
How to Edit Security Permissions ...................................................................................................................17
How to Edit Security Permissions by Group .............................................................................................20
How to Delete a User............................................................................................................................................24
How to Set Page-Level Permissions ..............................................................................................................26
How to Edit Security Groups.............................................................................................................................28
Substitute Login Settings............................................................................................................................................30
How to Set Substitute Login Settings ..........................................................................................................31
Login Attempts Restrictions.......................................................................................................................................31
How to Restrict Login Attempts......................................................................................................................31
How to Reset Disabled IP Addresses.............................................................................................................33
IP Address Restrictions..................................................................................................................................................35
How to Restrict IP Addresses ............................................................................................................................35
How to Edit IP Address Restrictions...............................................................................................................36
How to Delete IP Address Restrictions.........................................................................................................38
Current Users.....................................................................................................................................................................40
How to View a List of Current Users..............................................................................................................40
System Administrator..................................................................................................................................................42
Student Numbers............................................................................................................................................................42
How to Assign New Student Numbers........................................................................................................42
Average Final Grades.....................................................................................................................................................43
How to Modify Average Final Grades Settings........................................................................................44
Honor Roll Administration ..........................................................................................................................................47
How to Create an Honor Roll Method..........................................................................................................48
How to Edit an Honor Roll Method ...............................................................................................................53
District System Administrator User Guide
Introduction
© 2004 Apple Computer, Inc. All rights reserved.
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How to Delete an Honor Roll Method..........................................................................................................54
How to Edit Honor Roll Levels..........................................................................................................................56
How to Delete Honor Roll Levels....................................................................................................................58
How to Calculate the Honor Roll ....................................................................................................................60
Honor Roll Codes ....................................................................................................................................................61
Course Numbers ..............................................................................................................................................................63
How to Change a Course Number.................................................................................................................64
School Numbers...............................................................................................................................................................65
How to Change School Numbers ...................................................................................................................65
Activities Setup.................................................................................................................................................................66
How to Add an Activity........................................................................................................................................66
How to Edit an Activity ........................................................................................................................................68
How to Delete an Activity...................................................................................................................................70
How to Clear Activities for All Students ......................................................................................................71
School Setup Information ...........................................................................................................................................72
How to Copy the Master Schedule ................................................................................................................72
How to Copy School Setup Information .....................................................................................................73
Custom Fields and Screens Overview...........................................................................................................................74
Custom Student Fields and Screens......................................................................................................................75
How to Add Custom Student Fields..............................................................................................................75
How to Edit Custom Student Fields ..............................................................................................................77
How to Delete Custom Student Fields ........................................................................................................79
How to Add Custom Student Screens .........................................................................................................81
How to Edit Custom Student Screens..........................................................................................................85
How to Delete Custom Student Screens ....................................................................................................87
How to Edit Custom Student Screen Fields ..............................................................................................88
How to Delete Custom Student Screen Fields.........................................................................................92
How to Export a Student Screen as a Template .....................................................................................94
Custom Staff Fields and Screens .............................................................................................................................97
How to Add Custom Staff Fields.....................................................................................................................97
How to Edit Custom Staff Fields......................................................................................................................99
How to Delete Custom Staff Fields............................................................................................................. 101
District System Administrator User Guide
Introduction
© 2004 Apple Computer, Inc. All rights reserved.
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How to Add Custom Staff Screens.............................................................................................................. 103
How to Edit Custom Staff Screens .............................................................................................................. 107
How to Delete Custom Staff Screens......................................................................................................... 109
How to Edit Custom Staff Screen Fields................................................................................................... 110
How to Delete Custom Staff Screen Fields............................................................................................. 113
How to Export a Staff Screen as a Template.......................................................................................... 115
Custom Course Fields ................................................................................................................................................ 117
How to Add Custom Course Fields............................................................................................................. 118
How to Edit Custom Course Fields ............................................................................................................. 119
How to Delete Custom Course Fields........................................................................................................ 121
Custom Section Fields ............................................................................................................................................... 124
How to Add Custom Section Fields............................................................................................................ 124
How to Edit Custom Section Fields ............................................................................................................ 126
How to Delete Custom Section Fields....................................................................................................... 128
Direct Database Export.............................................................................................................................................. 131
How to Select Records for Export-List View........................................................................................... 131
How to Select Records for Export-Table View....................................................................................... 134
How to Format the DDE Table View .......................................................................................................... 136
How to Match Selections for Export .......................................................................................................... 138
How to Export Records ..................................................................................................................................... 139
End-of-Year Process .................................................................................................................................................... 142
Enroll Status............................................................................................................................................................ 143
Important Notes ................................................................................................................................................... 144
Prepare for End-of-Year Process................................................................................................................... 144
How to Clear Non-Essential Fields ..............................................................................................................
147
How to Perform the End-of-Year Process................................................................................................ 147
Prepare for the Upcoming School Year............................................................................................................ 152
Transfer Fees................................................................................................................................................................... 152
How to Assess Fees After End-of-Year Process..................................................................................... 153
Export Historical Grades............................................................................................................................................ 153
How to Export Historical Grades .................................................................................................................. 153
Report Templates ......................................................................................................................................................... 155
District System Administrator User Guide
Introduction
© 2004 Apple Computer, Inc. All rights reserved.
6
How to Import a Report Template.............................................................................................................. 155
How to Export a Report Template............................................................................................................... 156
Permanently Store Grades....................................................................................................................................... 158
How to Permanently Store Grades ............................................................................................................. 158
PowerGrade Settings.................................................................................................................................................. 161
How to View Current PowerGrade Backups........................................................................................... 161
How to Add Extra PowerGrade Download Fields ............................................................................... 162
How to Edit Extra PowerGrade Download Fields................................................................................ 165
How to Delete Extra PowerGrade Download Fields .......................................................................... 167
How to Force PowerGrade Roster Updates............................................................................................ 169
How to Set PowerGrade Attendance Restrictions............................................................................... 170
How to Edit PowerGrade Backup Settings.............................................................................................. 170
How to Download and Install PowerGrade............................................................................................ 171
How to Add PowerGrade Reports............................................................................................................... 172
How to Delete PowerGrade Reports.......................................................................................................... 174
How to Edit PowerGrade and PowerSchool Connectivity Settings ........................................... 175
Report Queue................................................................................................................................................................. 177
How to View Report Queue Jobs................................................................................................................. 177
How to View Completed Report Queue Jobs ....................................................................................... 178
How to Understand Report Queue Job Details.................................................................................... 179
How to View the Report Queue Status..................................................................................................... 182
How to Set Report Queue Preferences ..................................................................................................... 184
Scan Pages....................................................................................................................................................................... 185
How to Scan for Customized Pages ........................................................................................................... 185
How to View Customized HTML Pages .................................................................................................... 186
How to Edit Customized HTML Pages....................................................................................................... 186
Special Operations....................................................................................................................................................... 187
How to Run a Special Operation..................................................................................................................
187
Store Standards Grades............................................................................................................................................. 188
How to Store Standards Grades ................................................................................................................... 188
System Settings ...........................................................................................................................................................191
Backups ............................................................................................................................................................................. 191
District System Administrator User Guide
Introduction
© 2004 Apple Computer, Inc. All rights reserved.
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How to Automatically Back Up PowerSchool........................................................................................ 192
How to Manually Backup PowerSchool.................................................................................................... 193
PowerSchool Updates................................................................................................................................................ 194
How to Set Auto Update Settings............................................................................................................... 194
How to Update PowerSchool ........................................................................................................................ 195
How to Update Pages........................................................................................................................................ 196
Browser Timeout........................................................................................................................................................... 196
How to Set Browser Timeout......................................................................................................................... 197
CPU Usage........................................................................................................................................................................ 198
How to Set CPU Usage...................................................................................................................................... 198
Email Setup...................................................................................................................................................................... 199
How to Set Up Email Addresses ................................................................................................................... 199
How to Test Email................................................................................................................................................ 200
How to View the Outgoing Mail Queue................................................................................................... 201
MIME Types ..................................................................................................................................................................... 202
How to Add MIME Types.................................................................................................................................. 202
How to Edit MIME Types .................................................................................................................................. 204
How to Delete MIME Types ............................................................................................................................ 206
Reporting Engine Settings....................................................................................................................................... 208
How to Modify Reporting Engine Settings............................................................................................. 208
System Security ............................................................................................................................................................. 208
How to Set System Security ........................................................................................................................... 208
Select Student Options.............................................................................................................................................. 209
How to Modify Select Student Options.................................................................................................... 210
Server Licensing ............................................................................................................................................................ 211
How to Enter the Server License Key......................................................................................................... 212
Server Settings............................................................................................................................................................... 212
How to Modify Server Settings..................................................................................................................... 213
How to Set File Permissions............................................................................................................................ 217
Server Settings Information .................................................................................................................................... 219
Server Statistics.............................................................................................................................................................. 220
How to View Server Statistics ........................................................................................................................ 221
District System Administrator User Guide
Introduction
© 2004 Apple Computer, Inc. All rights reserved.
8
Server Tools..................................................................................................................................................................... 230
How to Use Server Tools .................................................................................................................................. 230
System Styles.................................................................................................................................................................. 231
How to Add Styles............................................................................................................................................... 231
How to Edit Styles................................................................................................................................................ 233
District Setup................................................................................................................................................................236
General....................................................................................................................................................................................... 236
Calendar Membership Types.................................................................................................................................. 236
How to Add a Calendar Membership Type............................................................................................ 236
How to Edit a Calendar Membership Type............................................................................................. 237
How to Delete a Calendar Membership Type....................................................................................... 239
Citizenship Codes......................................................................................................................................................... 240
How to Add a Citizenship Code ................................................................................................................... 240
How to Edit a Citizenship Code.................................................................................................................... 242
How to Delete a Citizenship Code .............................................................................................................. 244
Master Course List........................................................................................................................................................ 245
How to View the Master Course List.......................................................................................................... 245
How to Add a Course to the Master Course List ................................................................................. 246
How to Edit Course Information................................................................................................................... 249
How to Create a Course Group..................................................................................................................... 254
How to Delete a Course Group..................................................................................................................... 258
How to Edit Course Status .............................................................................................................................. 260
District Information ..................................................................................................................................................... 261
How to Add or Edit District Information .................................................................................................. 261
Districts of Residence ................................................................................................................................................. 263
How to Add Districts of Residence..............................................................................................................
263
How to Edit Districts of Residence .............................................................................................................. 264
How to Delete Districts of Residence ........................................................................................................ 266
Entry Codes ..................................................................................................................................................................... 267
How to Add an Entry Code............................................................................................................................. 267
How to Edit an Entry Code.............................................................................................................................. 268
How to Delete an Entry Code........................................................................................................................ 270
District System Administrator User Guide
Introduction
© 2004 Apple Computer, Inc. All rights reserved.
9
Ethnicity Codes.............................................................................................................................................................. 271
How to Add an Ethnicity Code ..................................................................................................................... 271
How to Edit an Ethnicity Code...................................................................................................................... 273
How to Delete an Ethnicity Code ................................................................................................................ 274
Exit Codes......................................................................................................................................................................... 275
How to Add an Exit Code ................................................................................................................................ 275
How to Edit an Exit Code................................................................................................................................. 277
How to Delete an Exit Code ........................................................................................................................... 279
Fees Management Overview.................................................................................................................................. 281
Fee Categories....................................................................................................................................................... 281
Payment Methods ............................................................................................................................................... 282
Fee Types ................................................................................................................................................................. 282
School Enrollment Fees .................................................................................................................................... 283
Course Enrollment Fees.................................................................................................................................... 283
Fee Exemption Status........................................................................................................................................ 283
Student Fees........................................................................................................................................................... 284
Fee Transactions................................................................................................................................................... 284
Fee Functions......................................................................................................................................................... 284
End-of-Year Processing ..................................................................................................................................... 284
Reports ...................................................................................................................................................................... 285
PowerSchool Teacher ........................................................................................................................................ 285
PowerSchool Parent ........................................................................................................................................... 285
Fee Categories ............................................................................................................................................................... 285
How to View Fee Categories .......................................................................................................................... 286
How to Add Fee Categories............................................................................................................................ 286
How to Edit Fee Categories ............................................................................................................................ 288
How to Delete Fee Categories....................................................................................................................... 289
School Enrollment Fees............................................................................................................................................. 290
How to View School Enrollment Fees .......................................................................................................
291
How to Create School Enrollment Fees.................................................................................................... 293
How to Edit School Enrollment Fees ......................................................................................................... 296
How to Delete School Enrollment Fees.................................................................................................... 299
District System Administrator User Guide
Introduction
© 2004 Apple Computer, Inc. All rights reserved.
10
Log Entry Fields............................................................................................................................................................. 301
How to Customize the Log Entries Page ................................................................................................. 301
Log Entry Fields..................................................................................................................................................... 305
Log Types ......................................................................................................................................................................... 309
How to Add a Log Type.................................................................................................................................... 309
How to Edit a Log Type .................................................................................................................................... 311
How to Delete a Log Type............................................................................................................................... 313
How to Add a Log Subtype ............................................................................................................................ 315
How to Edit a Log Subtype............................................................................................................................. 317
How to Delete a Log Subtype ....................................................................................................................... 318
Payment Methods........................................................................................................................................................ 319
How to View Payment Methods................................................................................................................... 320
How to Add Payment Methods.................................................................................................................... 320
How to Edit Payment Methods..................................................................................................................... 322
How to Delete Payment Methods............................................................................................................... 323
Course Enrollment Fees ............................................................................................................................................ 324
How to View Course Enrollment Fees....................................................................................................... 325
How to Add Course Enrollment Fees ........................................................................................................ 327
How to Edit Course Enrollment Fees......................................................................................................... 329
How to Delete Course Enrollment Fees ................................................................................................... 331
Special Program Setup .............................................................................................................................................. 333
How to View Students in a Special Program ......................................................................................... 333
How to Add a Special Program..................................................................................................................... 334
How to Edit a Special Program ..................................................................................................................... 336
How to Delete a Special Program................................................................................................................ 337
School Information......................................................................................................................................................
338
How to Add a School......................................................................................................................................... 338
How to Edit School Information................................................................................................................... 344
Years and Terms............................................................................................................................................................ 349
How to Add a School Year .............................................................................................................................. 349
How to Edit a School Year............................................................................................................................... 351
How to Define Terms......................................................................................................................................... 353
District System Administrator User Guide
Introduction
© 2004 Apple Computer, Inc. All rights reserved.
11
How to Edit Terms............................................................................................................................................... 356
Grading ...................................................................................................................................................................................... 359
District Web Assignments........................................................................................................................................ 359
How to Add a District Web Assignment .................................................................................................. 360
How to Edit a District Web Assignment................................................................................................... 361
How to Delete a District Web Assignment ............................................................................................. 363
How to Add a District Web Assignment Category.............................................................................. 364
How to Edit a District Web Assignment Category .............................................................................. 366
How to Delete a District Web Assignment Category ........................................................................ 367
How to Create Teacher Web Assignments ............................................................................................. 368
Grade Scales.................................................................................................................................................................... 369
How to Create a Grade Scale ......................................................................................................................... 369
How to Edit a Grade Scale Grade................................................................................................................. 374
How to Delete a Grade Scale Grade........................................................................................................... 376
How to Edit a Grade Scale............................................................................................................................... 378
How to Delete a Grade Scale......................................................................................................................... 380
GPA Calculations................................................................................................................................................................... 381
GPA Calculation Methods ........................................................................................................................................ 381
How to Add GPA Calculation Methods..................................................................................................... 383
How to Edit GPA Calculation Methods ..................................................................................................... 389
How to Export GPA Calculation Methods................................................................................................ 391
Formulas for Calculation Methods ...................................................................................................................... 393
GPA Attempt Types..................................................................................................................................................... 394
How to Add GPA Attempt Types................................................................................................................. 395
How to Edit GPA Attempt Types.................................................................................................................. 396
How to Delete GPA Attempt Types............................................................................................................
398
How to Set Other GPA Settings.................................................................................................................... 400
Functions .................................................................................................................................................................................. 401
GPA Samples................................................................................................................................................................... 401
Numerical Functions................................................................................................................................................... 402
Logical Functions.......................................................................................................................................................... 405
Statistical Functions .................................................................................................................................................... 407
District System Administrator User Guide
Introduction
© 2004 Apple Computer, Inc. All rights reserved.
12
Text Functions................................................................................................................................................................ 413
GPA Functions................................................................................................................................................................ 415
Standards Setup............................................................................................................................................................ 420
How to Create a Conversion Scale.............................................................................................................. 421
How to Enter Cutoffs.......................................................................................................................................... 423
Enter Standards............................................................................................................................................................. 425
How to Manually Enter Standards............................................................................................................... 425
How to Manually Enter Standards by Example .................................................................................... 428
How to View Standards..................................................................................................................................... 433
Tests Setup ...................................................................................................................................................................... 435
How to Create New Tests ................................................................................................................................ 435
How to Edit Tests ................................................................................................................................................. 437
How to Delete Tests ........................................................................................................................................... 438
Single Student Standards Report......................................................................................................................... 439
How to Set Up the Single Student Standards Report ....................................................................... 440
How to Access the Single Student Standards Report ....................................................................... 441
Test Scores Setup ......................................................................................................................................................... 443
How to Create Test Scores .............................................................................................................................. 443
How to Edit Test Scores.................................................................................................................................... 444
How to Delete Test Scores .............................................................................................................................. 446
Other........................................................................................................................................................................................... 447
Other District Setup Functions.............................................................................................................................. 447
How to Add a CIP Code.................................................................................................................................... 448
How to Edit a CIP Code..................................................................................................................................... 449
How to Delete a CIP Code............................................................................................................................... 450
How to Set Up Miscellaneous District Settings .................................................................................... 450
District System Administrator User Guide
Introduction
© 2004 Apple Computer, Inc. All rights reserved.
13
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
District System Administrator User Guide
Introduction
© 2004 Apple Computer, Inc. All rights reserved.
14
page, it will be added, changed, or deleted on other pages that contain the same field(s) of
data.
•
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 district system administrators.
Note: For school system administration, see the School System Administrator User Guide.
District System Administrator User Guide
Security
© 2004 Apple Computer, Inc. All rights reserved.
15
Security
Everyone who uses PowerSchool, PowerGrade, and PowerSchool Teacher must have a username
and confidential password. Users can belong to user groups to make page permissions easier to
manage. In addition, you can restrict access to PowerSchool by specific IP addresses to further
promote security.
For more information on PowerSchool security, see the following sections:
•
"
Security Permissions
"
•
"
Substitute Login Settings
"
•
"
Login Attempts Restrictions
"
•
"
IP Address Restrictions
"
Security Permissions
In PowerSchool, system users are considered staff members. Add new staff members and assign
permissions to them, if necessary. You can assign permissions by user group or set permissions at
the page level.
Those using PowerSchool Teacher will need appropriate security permissions. Not every staff
member needs security permissions to PowerSchool. For example, maintenance workers must be
set up as staff members before you can enter their contact information. However, all PowerSchool
system users, including attendance clerks and teachers, must be set up as staff members before you
can assign security permissions.
How to Add a New User
Set up new system users by enrolling new staff members.
1. On the start page, click Staff.
2. On the Search Staff page, click New Staff Entry. The New Staff Member page appears.
District System Administrator User Guide
Security
© 2004 Apple Computer, Inc. All rights reserved.
16
3. Use the following table to enter information in the fields:
Field
Description
Name
Enter the user's last, first, and middle name.
Email Address
Enter the user's email address.
Title
Enter the user's user role or professional title.
Gender
Choose Male or Female from the pop-up menu.
Ethnicity
Choose the user's ethnicity from the pop-up menu.
ID
Enter the user's identification number. This is a required field.
Homeroom
Enter the user's homeroom number.
District System Administrator User Guide
Security
© 2004 Apple Computer, Inc. All rights reserved.
17
Field
Description
School
The selected school appears.
Lunch ID
The user's PowerLunch identification number appears.
Home Phone #
The user's home telephone number appears.
School Phone #
