Data Connect System Administrators PS Basics Part 1 1

Objectives By the end of this module, you will know how to:  Explain how different user groups sign in to PowerSchool  Identify links and menus on the PowerSchool Start Page  Perform common tasks in PowerSchool  Identify reports and special functions in PowerSchool 2

PowerSchool User Groups Fours distinct groups use and access the PowerSchool Modules: Administrators Teachers Substitutes Parents (Guardians) and Students 3

PowerSchool Users 4

5 Schools and Districts will determine when and how to grant and manage parent and student access.

Step 1: Log on to Training Server Enter your training username and password separated by a semi-colon with no spaces Username;password Username = 2aghs1 Password = aghs1 Example: 2aghs1;aghs1 – all in one line PRACTICE SITE: After the 2 day training session please connect to practice server from DataC onnect website Usernames and password will be sent to school adminstration. 6

PowerSchool Start Page 7

Navigating PowerSchool TIP: The PowerSchool logo will return you to the start page. Use either this logo, or the Breadcrumbs to return to Start, rather than the browser’s back button. Using the back arrow in your browser is not recommended and may log you out of PowerSchool. 8

PowerSchool Help TIP: You can find a topic by browsing, looking through an alphabetical index, or searching. Help topics explain the purpose of the feature and where you can find the feature in PowerSchool. 9

Practice Navigation Activity 1.Can you identify how many teachers and students there are in the school? 2.Can find out the oldest Term and Year that is archived? 3.Name the five section headings on the Main Menu. 4.Name at least 3 different ways you can search for students. 10

Let’s Get Started - Morning Tasks 11

Task 1: Personalize PowerSchool – Enable Smart Search Step 1 of 4 On the Start Page; In the Main Menu scroll down to locate the Setup section. Step 2 of 4 Under the Setup section, click Personalize. 12

Step 3 of 4 On the Personalize page, you have several options. Click Interface. Step 4 of 4 Click the checkbox to the right of Enable Smart Search. Click Submit. 13

PRACTICE: Repeat your steps to Personalize the Initial Student Screen. 14

Check your work Find Kelsey Langness’ third period teacher on Monday. Start typing the student’s last name Langess in the search box. Smart Search will start listing students, teachers, and fields corresponding to the letters you are typing. 15 Choose Kelsey Langness’ name

Because you personalized and chose Schedule as the Initial Student Screen, Kelsey’s Bell Schedule appears. To complete the task, make a note of who her third period teacher is on Monday. 16

Smart Search Menu The choices in the Smart Search menu are color coded and labeled with an icon. Search results for student and staff names are represented in Orange and labeled with an icon that looks like a person. 17 Search results for Student/Staff field are Black and labeled with a database icon. Stored searches are Green and are labeled with a magnifying glass.

Task 2: View Enrollment Summary Step 1 of 3 On the Start Page; In the Main Menu scroll down to locate the Functions section. Step 2 of 3 Under the Functions section, click Enrollment Summary. 18 Next on your list, you’d like to get the latest enrollment numbers at your school for your meeting this morning.

Enrollment Summary Step 3 of 3 To complete the second task make note of how many total males, total females and total students you have in the school. The enrollment summary shows, by grade level, the total number of students and totals for each gender. Check it out - they all link to additional information. 19

Task 3: Check a teacher’s schedule You planned on talking with Elizabeth Carruthers today. Your next task is to check her schedule and see when she is free to meet.. Click on Start Page in the Breadcrumbs. There are two ways to view schedules: 1.Master Schedule or 2.Teacher Schedules 20

Using Master Schedule Step 1 of 4 In the Functions section click on Master Schedule. Step 2 of 4 If you have used Master Schedule before you will have scroll down to Show Preferences to select a new teacher. 21

Setting Preferences Step 3 of 4 For Periods choose All periods. For Days choose All Days. Step 4 of 4 Under teachers select Carruthers, Elizabeth and click Submit to generate her schedule. 22 Note: With Master Schedule you have the option of choosing multiple teachers by holding the key

Review Teacher Schedule To complete your task make a note of when Elizabeth is free. 23

Same Task: Using Teacher Schedules Step 1 of 3 Click on PowerSchool to return to Start Page. Step 2 of 3 Click on Teacher Schedules in the Functions section. 24

Step 3 of 3 Select Carruthers, Elizabeth from left hand side. NOTE: This approach works when you need to select only one teacher. Review her schedule to see what period she does not teach. 25

Attendance Procedures PowerSchool allows recording of both Period (meeting/class) and Daily attendance. Meeting attendance can be linked to daily attendance by identifying a period in your bell schedule to be used as a “bridge” to the daily attendance page (typically your homeroom period or first period class). Your teachers are normally responsible for taking the meeting/class attendance for their students. This attendance is available in PowerSchool as soon as it is submitted by the teacher. 26

Establish Attendance Procedures It is a good idea for schools to establish attendance procedures. Communicate expectation to teachers. Reports will only be valid if attendance is taken. 27

Prior to Running Reports – Assure Attendance has been taken There are different ways to check teacher attendance submission: 1.In Attendance select Teacher Attendance Submission Status or 2.In System Reports select PowerTeacher Attendance Report. 28

Teacher Attendance Submission Status ! Partial Attendance !! No Attendance Attendance Complete 29

Power Teacher Attendance Indicates by period teachers who have not taken attendance. Click on the hyperlinked period 4(A) to view class detail. 30

Task 4: Run Student Absentee Reports Return to Start Page There are two locations for the Absentee report. 1.In Functions section select Attendance or 2.In Reports section select System Reports Explore both to see the many attendance reports. 31

Step 1 of 4 Under Functions click on Attendance. Step 2 of 4 On the Attendance page click Absentee Report. 32 Task 4: Run Student Absentee Reports

Step 3 of 4 Add filters to customize the Absentee report before running it: Choose A (absent) from the list of attendance codes Today’s date is the default Select “1” for first period Select “Include Verification Line” Click Submit 33””

Step 4 of 4 On the Report Queue page, your report is listed with a status of "Running.“ Click Refresh to update the report status. When the status changes to “Completed,” click View to open the Absentee report. TIP: For long reports you can set a refresh rate time 34

Absentee Report The Absentee report lists students who are marked absent in 1st period, along with their home phone numbers so you can contact their parents to find out why they are absent. Check Your Understanding – Following the same steps, run the Absentee Report again for students who are tardy or absent in second period. 35

Find Teachers Who Have Not Taken Attendance Run the PowerTeacher Attendance Report 1.On the Start Page, click System Reports > PowerTeacher Attendance. 2.Select the appropriate period check box, such as period 1. 3.Click Submit. Now, view the report. 4.On the Report Queue (System) - My Jobs page, click Refresh. 5.When the status says Completed, click View. 36

Task 5: View Master Schedule You just got a call that the substitute for Mr. Oram’s 2nd-period class is stuck in traffic and will be a little late. He has to leave at the end 1 st period to take the Science Club on a Field trip. You quickly need to find an available teacher to cover the class! 37

Return to the Start Page Step 1 of 4 In the Functions section choose Master Schedule. NOTE: Because we have been here before, it now defaults to all teachers schedules. 38

Master Schedule Preference Step 2 of 4 To change the master schedule preferences, scroll to the bottom of the page and click Show Preferences. 39

Step 3 of 4 Set preferences for your search by selecting: 2nd period Day A All Teachers Then submit the search of Master Schedules. 40

Step 4 of 4 Make note of a few teachers who are free second period. You’re in luck. Mr. Abram is available during 2nd period and will cover the class until the substitute arrives. 41

Task 6: Check Enrollment in a Special Program and print a class list. One last thing before the meeting. Print a list of the students in the Gifted and Talented program. You’ve used a lot of functions in PowerSchool already. 42

Return to the Start Page Step 1 of 5 You'll access another set of functions by clicking Special Functions. Step 2 of 5 Gifted and Talented is a special program, so scroll to the bottom of the list to Special Program Enrollment. 43

Step 3 of 5 To find a list of the students who are enrolled in the Gifted and Talented program, click Display next to the program’s name. Step 4 of 5 The Enrolled Students page lists the students who are in the special program currently. To print the list, click the Printer icon (in the corner). 44

Conclusion You have completed the list of tasks. You’ve learned how to smart search, view schedules, run reports, and find enrollment information, all while learning how to navigate PowerSchool. For extra help and information on these topics, check out the Quick Reference cards on the SIS website. Recommended Reference Cards: PowerSchool Basics for School Administrator Quick Reference Card Managing Meeting Attendance Quick Reference Card 45

46 References The images used in this document included: The copyright free mouse character from Teacher characters from licenced software Articulate Storyline Microsoft Office Clip Art Screen Captures of PowerSchool Training Environment This document was created under Creative Commons Licence 4.0