Alerts, Enrolments, Marks, and Other Special Functions

Introduction

Due to direct connectivity, a great deal of communication passes back and forth between PowerSchool and PASI, including school enrolments, diploma exam registrations and sittings, and school course marks. In PowerSchool, Alberta Special Functions enable you to manage this data, receive alerts from PASI, find missing information, and perform remote summer school closeouts.

Viewing Core Alerts

Use this option to search for Core Alerts received from PASI.

Conflicts, Rejections, and Failures can be deleted by searching for the alert type and code.

1. On the Start Page, click Special Functions. The Special Functions page appears.
   • For student demographics and school enrolment alerts, under Alberta PASI DEM/ENR Functions, click Demographic/Enrolment Core Alerts
   • For core alerts concerning sections, course marks and evaluated marks, under Alberta PASI SCM Functions, click Course/Evaluated Marks Core Alerts.
     

2. On the PASI Core Alerts page, enter search parameters using one or more of the search options.

   Field	Description
   Category	Choose the category on which to search. Available categories for Demographic/Enrolment Core Alerts: Student Enrolment Available categories for Course/Evaluated Marks Core Alerts: External Credential Section Course Enrolment Evaluated Mark If blank, all Status Types are included.
   Alert	Choose the alert type: Advice Warning Rejection Conflict Failure If blank, all alert types are included
   Conflict Type	Navigation: Start Page > Student Selection > Alberta Information > PASI Core Alerts Note: This search option is available only for Demographic/Enrolment Core Alerts, and only when "Conflict" is chosen in the Alert search field. Choose the conflict type. Available Conflict Types for Demographic/Enrolment Core Alerts: Category = Enrolment: School Enrolment Summer School Enrolment Category = Student: Unmatched ASN Legal Name & Identification Gender Primary ASN Preferred Name Other Name Mailing Address Permanent Address Preferred Address Phone Number Preferred Phone Number Citizenship Status Section 23 Disclosure Restriction Deceased Status
   Alert Code	Enter the Alert Code from the Alert column to further narrow down the search to one core alert.
   Registration	Choose the registration type that corresponds to the Enrollment Status of the student: Pre-Registered Active Inactive Transferred Out Graduated
   Status	Choose the acknowledgement status: Unacknowledged (default) Acknowledged In Progress If blank, all types are included.
   School	Choose the school.

3. Click Get Core Alerts.

4. The results contain the list of Core Alerts that match the following criteria.

   Field	Description
   #	The serial number of the core alert.
   Date	The date and time the alert was generated.
   Student (ASN)	Contains the student’s name (Last, First) and Alberta Student Number. Note: You can click the student name link to open the student’s State/Province – AB page in a new tab.
   Category	The Core Alert category.
   IDs	For Student Category alerts, displays the student number. For Enrolment Category alerts, displays the Enrollment ID.
   School Code (Year)	The school code associated with this enrolment.
   Alert	The type of PASI Core Alert with the validation rule number. The core alerts are: Advice – Indicates a potential issue with the data. This type of alert can be resolved by determining if the data requires updating or by acknowledging to PASI the data is accurate and does not need to be updated. Warning – Indicates an issue with the data. The data was successfully processed, but is not correct and needs to be fixed. Conflict - Indicates a conflict between PowerSchool and PASI records. Rejection – Indicates the data is rejected by PASI. Failure - Indicates that data did not synchronize. For a description of validation rules, refer to the PASI Validation Rules Knowledge Base article, available from the Alberta PASI website.
   Description	The PASI message for this record. The message summarizes the validation rule and provides specific details for the record.
   Status	Choose the acknowledgement status to indicate how the record is resolved in PowerSchool: Acknowledged – The data is updated to match PASI. Unacknowledged – The data is not updated to match PASI. In Progress – Research is in progress to determine the accuracy of the data; no action taken yet. During the next synchronization process, PASI receives these acknowledgements, which indicate how the data was resolved in PowerSchool.

• To sort the results, click the column heading
• To browse results, click the pagination controls, located at the end of the results. By default, 50 items are listed per page.
• To export the the results and view them in .csv format, click Export all records (located at the top right-hand corner of the results)
• Conflicts, Rejections, and Failures can be deleted by searching for the alert type and code

Removing Out-Of-Date Core Alerts

Sometimes there are out-of-date Core Alerts that remain until a change is made to a student record. For those instances when a student record cannot be changed, these old Core Alerts can be removed from a single student record or from multiple student records at once.

To remove out-of-date Core Alerts for a single student:

• Navigate to the student's record and click the Reconcile button. The conflicts, failures and rejections are recalculated against the local copy, and only valid alerts remain (the rejections and failures are converted to conflicts where applicable).

For the steps on removing out-of-date Core Alerts for multiple students, see Core Alerts Reconciliation (Conflicts, Failures, Rejections) in the Set Up Data Synchronization topic.

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Identifying Student Alerts

PASI Direct Connect provides the ability to notify users when a student has a disclosure restriction or independent under 18, a secondary ASN or if the student is deceased. An alert displays against the name of the student on all the pages in the student context.

Alert Type	Description
Restriction	Indicates that the student has one of the following: Disclosure restriction Independent Under 18. When you click on the alert, it displays the details of the disclosure restriction information.
Secondary ASN	Indicates that the ASN that is currently assigned to the student is secondary. When you click on the alert, it displays the primary ASN. Important: There is an Update ASN button in this Alert to update the ASN of the student to their Primary ASN.
Deceased	Indicates that the student is deceased. When you click on the alert, it displays the date of death, if available.

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Managing School Enrolments

Use this functionality to view what is and is not in PASI so that you can troubleshoot data discrepancies more easily. This Special Function applies only to student demographics information.

1. On the Start Page, click Special Functions. The Special Functions page appears
2. Under Alberta PASI DEM/ENR Functions, click Manage School Enrollments. The Manage School Enrollments page appears.

3. Enter information using the search options:

   Field	Description
   School	Choose the school.
   Item	Choose the item type: School Enrollment
   Type	Choose the type: In PASI Not In PASI Note: No Show school enrolments are considered Created in Error and are not displayed.

4. Click Get Results. The results contain the list of school enrolments that match the criteria, as per the following table.

   Field	Description
   Enrolment Id	The enrolment record associated with this ID. The Enrolment Id is an active link. Click the link to open the student’s Edit Enrolment page in a new tab on the browser.
   Warning	The warning code associated with this enrolment record.
   School Code	The school code associated with this enrolment record.
   Student Name	This contains the student’s name (Last, First).
   Gender	The student’s gender.
   Birth Date	The student’s date of birth.
   ASN	This contains the student’s Alberta Student Number.
   Local Student Id	This contains the student’s locally assigned student number.
   Grade	The grade level of the student.
   Type	The registration type of the student.
   Status	The status of the enrolment record (Active, Cancelled, Withdrawn).
   Start Date	The first day of the enrolment record.
   Exit Date	The last day of the enrolment record.
   Exit Desc	This contains the Exit Code associated to the enrolment record.
   Entry Status	This contains the Entry Code associated to the enrolment record.
   Grant Code	This contains any grants program codes associated to the enrolment record. Multiple codes are separated by commas.
   Exception Code	This contains any special education codes associated to the enrolment record. Multiple codes are separated by commas.
   Enrol Type	This contains any enrolment type codes associated to the enrolment record. Multiple codes are separated by commas.
   FNMI	This contains the First Nation/Metis Inuit status if applicable.
   French Hours	The total of the student’s French instruction hours if applicable.
   Residence Board	The code of the student’s residence board if applicable.
   Audit	The last date the enrolment record was updated.

• By default, 50 items are listed per page.
• To sort the results, click the column heading.
• To browse the results, click the pagination controls at the end of the results.
• To export the results in CSV format, click Export all records in the top right hand corner of the results.
• To clear the results and/or create a new search, click Clear Filters at the top right hand corner of the results.

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Diploma Exam Sittings and Registrations

In order to integrate Diploma Exam, Diploma Exam Sitting, and Diploma Exam Marks with PASI, PowerSchool data is synchronized with PASI Diploma Exam, Diploma Exam Sitting, and Diploma Exam Marks data. Synchronization is accomplished using the IsDataAvailable service.

For details, see Managing Diploma Exam Sittings and Registrations.

Managing School Course Marks

Use this functionality to view what is and is not in PASI so that you can troubleshoot data discrepancies more easily. This Special Function applies only to SCM data functionality.

1. On the Start Page, click Special Functions. The Special Functions page appears.
2. Under Alberta PASI SCM Functions, click Manage School Course Marks. The Manage School Course Marks page appears.

3. Enter information using the search options:

   Field	Description
   School	Choose the school or the district.
   Item	Choose the item type: Course Enrolments Credentials Diploma Exam Evaluated Marks Official Marks Sections
   Type	Choose the type: In PASI Not In PASI
   Term/Credential Type	When the Item selected is Sections or Course Enrolments, select a term. When the item selected is Credentials, select a credential type. Note: The results for the selected Credentials Type are the credentials the student has already achieved, not the credentials in progress.
   Include Deleted Items	Choose whether to include deleted items in your search results.

4. Click Get Results.

• By default, 50 items are listed per page.
• To sort the results, click the column heading.
• To browse the results, click the pagination controls at the end of the results.
• To export the results in CSV format, click Export all records in the top right hand corner of the results.
• To clear the results and/or create a new search, click Clear Filters at the top right hand corner of the results.

Sections

When Sections and are chosen, the results contain the list of sections for the selected term that match the following criteria:

Course Enrolments

When Course Enrolments is chosen, the results contain the list of course enrolments for the selected term that match the following criteria:

Evaluated Marks

When Evaluated Marks is chosen, the results contain the list of evaluated marks that match the following criteria:

Diploma Exam Marks

When Diploma Exam Marks is chosen, the results contain the list of Diploma Exam Marks that match the following criteria:

Official Marks

When Official Marks is chosen, the results contain the list of offficial marks that match the following criteria:
Note: The Official Marks selection has two unique searching options: Include Non-Diploma Courses and the ability to search by a date range from the last updated date. By default the search results return only results for diploma courses in the currently selected term in PowerSchool.

Credential Types

When Credential Types is chosen, the results contain the list of achieved credential types that match the following criteria:

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PASI Data Validations

PASI data validations locate errors in data fields that could interfere with proper PASI compliance.

• School Terms Validation provides a list of schools and terms that are missing the required setup for School Course Marks (SCM) Integration.
• Course Validations provides a list of courses identified with data validations errors or warnings required for School Course Marks (SCM) integration.
• Marks Validations provides a list of course enrolments with marks in PowerSchool, but with no mark in PASI.
• SCM Validations are validations for courses that are marked as Diploma Courses where the alternate course number is not null. The School Course Marks validation is run on storedgrades based on the term selected in Powerschool and at the district or school level. See the Appendix for a list of validations.
• CTS Validations provides a list of the validations in the StoredGrades table for Diploma and Career and Technology Studies courses. See the Appendix for a list of validations.

All data validations follow the same steps for navigation and generation:

1. On the Start Page, click Special Functions. The Special Functions page appears.
2. Under Alberta PASI Data Validations click the validation name link for the validation you want to run. The validation page appears.
3. For Choose Validations, choose the validation to check. The validation automatically produces the applicable business rule from PASI, the steps to correct the error, and a table containing results which meet the error criteria.
4. If desired, click Export to save the validation results in a .csv file.

Manage Student Information

The Manage Student Information page helps you manage student information in PASI and missing from PASI.

Navigation: Start Page > Special Functions > Interfaces to Other Systems > PASI Interface > Manage Student Information.

View and Manage Student Information

1. Navigate to Start Page > Special Functions > Interfaces to Other Systems > PASI Interface > Manage Student Information.

2. Select the School from the drop-down list.
   

   

   Note: Multiple schools may share the same StatePrID. Only a single school name will appear in the Linked To Organization column in PASI.

3. Select the Item you want to manage.
   1. Classroom Accommodation
   2. Medical Alert
   3. Digital Documents
4. Select the Type for the Item.
   1. In PASI
   2. Not in PASI
5. Click Submit.
   You can view and manage all the PASI records for the selected Item.

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