Data Connect System Administrators PS Basics Part 2 1

Objectives By the end of this session, you will know how to search for a student in various ways to: Verify student attendance Consulting Student Records Generate progress reports Enroll a new Student Create a family relationship Enter Alerts Switch between student records 2

Task 1: Verify and update Student Attendance Step 1 of 3 Select a Student of your choice 3

Step 2 of 3 Click Quick Lookup to view the student’s schedule, last two week’s attendance, grades, total absences and tardies. 4 Quick Lookup

5 Step 3 of 3 Look at your student’s 1 st period attendance for last Friday. His/Her mother called to say it should have been Parent Excused (P).

6 My student Brandon Adair was not parent excused. We will have to fix that!

Modifying a Student’s Attendance The attendance needs to be corrected Step 1 of 4 On the Quick Lookup screen, go to the Main Menu. Under Academics, click on Attendance. 7 Step 2 of 4 Select the specified week date range in where you need to make a change

8 Step 3 of 4 In the top pull-down, change the current attendance code from “Present” to “Parent Excused”. Step 4 of 4 Clicking in any of the white boxes will apply the chosen attendance code. Clicking on the speech balloon will allow you to add a comment. REMEMBER to click Submit!

Task 2: Consulting Student Records Scenario: You are an Administrator and you are preparing for a meeting with a student’s parents. They are concerned their child may not graduate. Pick a student in grade 12.

Task 2: Consulting Student Records Consult his/her Quick Lookup Screen. You can check attendance, tardies and results by course You can click on marks by course to access more detailed information.

Task 2: Consulting Student Records Look at the results for his/her classes for each term and the semesters. You can see the assignments associated with each grade.

Task 2: Consulting Student Records Consult your student’s Historical Grades. Is this normal for this student in previous years?

Task 2: Consulting Student Records Check your student’s results on the required provincial assessment Test Results Click on test name to see detailed results NOTE: this will be customized for NB

Task 2: Consulting Student Records Check on the student’s graduation progress. If your student does not have a graduation plan choose Graduation Plan Selection Choose High School Diploma and Submit

Task 2: Consult Graduation Plan Check your student’s progress by courses. Is he/she missing anything? Does he/she require any courses to graduate? 15

Task Completed You are ready to meet with your student’s parents. You have checked his/her attendance, and academic performance this year by course, term and semester. You have looked at his/her historical grades and the results on provincial assessments. You have looked at the student’s progress towards graduation and know what he/she needs to graduate. 16

Task 3: Generate a Progress Report Another way to search for a student is with his/her ID number. Return to the Start Page Step 1 of 6 From the Start Page enter the student number in the Search Window 17

Elizabeth Mabus is student ID 1373 Step 2 of 6 On the left menu click on Print a Report Step 3 of 6 On “Which report to print” dropdown, select Sample- Progress Report. 18

Step 4 of 6 For the progress report preferences choose: 1.Choose courses actively enrolled in during current term 2.Choose Current Term 3.When to print - choose ASAP Click Submit 19

20 Step 5 of 6 You may have to Refresh if your report is not ready and still running. NOTE: Smaller reports are often ready immediately. Larger reports or groups of student may take longer. You may elect to do them in batches

Step 6 of 6 Click View to see the report Task Complete 21

22 Navigating from a Report To return to the PowerSchool Start Page from a Report you will need to use the back arrow. Hold down the back arrow and choose the PowerSchool Page you want to navigate to. For next task we need the Start Page

Task 4: Enrolling new students PSRS ( Provincial Student Registration System) will still be used in the customized NB PowerSchool. We will start with a demonstration of the customized screen. 23

24 PSRS: How the Customized Screen will work- Click on Enroll Student

If your student has an NBEN 25 Then you select Yes and you search for your student in PSRS

Demographics 26 Both procedures return you to Demographics to complete additional enrollment tasks

Enroll yourself as a student You are going to enroll yourself and a sibling as two new students in Apple Grove High Click on Enroll Student Start with your name and information. 27

Enroll yourself as a new student Complete the required fields with student information and family match information fields and click Submit. 28

Confirm your were registered Return to start page Confirm you were registered by using start enabled search Follow the same steps to enroll your sibling 29

Relating Siblings When you submit a new enrollment for your sibling who has similar demographic information, you will be prompted to determine if he/she is related. 30

Task 5 : Modifying Family Demographics Select your name again Smart Enabled Search can help. Type a few letters of your last name in the search window. Select your name. 31

Select Demographics from the Information Section of the main menu. 32

Change your Home Address area to 23 Tilley Road (*make note of the address - you will need it again) Because the mailing and home addresses are the same, click Copy From Home Address and click Submit. 33

34 Because in PowerSchool you are related to your sibling, you will be asked if you want to update his/her demographic information also.

Check your work Confirm the changes were recorded on your sibling’s address Tilley !!!

Schools can also Check for Family Relations When making Demographics changes it is good to check if the student has a sibling in your school or district. Step 1 of 7 Click on Family in the Information section of the main menu 36

If the student has no attached relation, the option to Search will appear. OR If the student already has family relations, the option to update the sibling’s demographics will appear. 37

Task 6: Entering an Alert You need to enter a Medical alert for a student so teachers and other staff members know he or she has an allergy to apples. Alerts are visible at the Quick Lookup screen and in PowerTeacher 38

39 Step 1 of 4 Choose a student of your choice Step 2 of 4 On his/her student page in the main menu select Emergency/Medical.

Step 3 of 4 NB will have a Custom Screen 40

Step 3 of 4 Current Screen Enter Allergic to apples in the “Medical Alert Text” field Note: The Allergies field above can be used for less serious allergies that do not require an Alert. 41

42 Step 4 of 4 You should see a red medical alert icon at the top of the page. You have successfully entered the alert.

Medical Alert View warnings about a student’s health, such as dietary restrictions, medication schedules, and allergy information. Guardian Alert View information about the student’s parents or guardians, such as whether an estranged parent is allowed to pick up the student from school. Discipline Alert View important information regarding behavior at school, such as that the student is not to use library computers without supervision. Balance Alert View the amount of student fees owed and the balance in the student’s lunch account. Birthday Alert View a reminder of a student’s birthday within one week of the date. Other Alert View reminders regarding the student’s status, as when the student should go to study hall. 43

Task 6: Update Emergency Medical Info You get an from a parent to update the name and phone number of the family doctor. It has changed to Dr. Einstein Step 1of 4 SHORT CUT : Click Switch Student in the student pages menu. 44

45 Step 2 of 4 This opens a Student name dialogue box, you can enter the first four letters of a last name and click OK. Step 3 of 4 Open the Emergency/Medical page for your student.

Step 4 of 4 Scroll down to Doctor and make requested change. Click Submit to commit the changes. 46

Conclusion You have completed the list of tasks! You have verified student attendance, generated a progress report, created a family relation, and entered Alerts. For extra help and information on these topics, check out the Quick Reference cards on the Portal SIS Site. Recommended Reference Cards: PowerSchool Basics for Administrators Quick Reference Card 47

48 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