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.
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.
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.
Click Get Core Alerts.
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:
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:
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
Note: If the user clicks Make Current Student Selection, the Current Student Selection on the Start page will be updated with the students that have the alert type as conflict from the displayed records.
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.
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 |
---|---|
| Indicates that the student has one of the following:
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. |
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.
On the Start Page, click Special Functions. The Special Functions page appears
Under Alberta PASI DEM/ENR Functions, click Manage School Enrollments. The Manage School Enrollments page appears.
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.
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.
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.
On the Start Page, click Special Functions. The Special Functions page appears.
Under Alberta PASI SCM Functions, click Manage School Course Marks. The Manage School Course Marks page appears.
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.
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:
Field | Description |
---|---|
Section Id | The section record associated with this ID. The section Id is an active link. Click the link to open the student’s Edit Section page in a new tab on the browser. |
Warnings | The warning codes associated with this section’s record. |
Description | The course number and section number in PowerSchool followed by the course name. |
Course | The alternate course number. |
Credits Offered | The number of credits offered for the course. |
Term | The term associated to the section (Year Long, Semester, Quarter). |
School Year | The year associated to the section record. |
Start Date | The first day of the section. |
End Date | The last day of the section. |
School | The school name and authority number. |
Primary Delivery | This contains the primary delivery method associated to the section. |
Instruction Language | The language the section is instructed in. |
Delivery Schedule | This contains the funding/delivery schedule associated to the section. |
Instr Mins Offered | This contains the instructional minutes offered for the section. |
Audit | The last date the section record was updated. |
Course Enrolments
When Course Enrolments is chosen, the results contain the list of course enrolments for the selected term that match the following criteria:
Field | Description |
Mark Approval | This displays whether or not the mark for this course enrolment has been approved. |
Warnings | The warning codes associated with this section’s record. |
Legal Name | The student’s legal name |
ASN | The student’s Alberta Student Number. |
Course | The alternate course number. |
Credits Attempted | The amount of credits associated to the section. |
Grade/Mark | The student’s mark for the course. |
Assignment Date | The assignment date associated to this course enrolment record. |
Entry Date | The first day the student was enrolled in the section. |
Exit Date | The last day of the student was enrolled in the section. |
Term | The term associated to the section (Year Long, Semester, Quarter). |
Status | The status of the student’s course enrolment record (Active, Registered, Completed). |
Funding Requested | Whether funding was requested or not. |
Instr Mins | This contains the instructional minutes offered for the section. |
Section Description | The course number and section number in PowerSchool followed by the course name. |
School | The school’s name. |
School Year | The year the course enrolment occurred. |
Dual Enrolment | Whether the course enrolment was a dual enrolment or not. |
Local ID | The ID of this course enrolment in the local copy. The Local ID is an active link. Click the link to open the student’s Edit Course Enrollment Record page in a new tab. |
Audit | The last date the course enrolment record was updated. |
Evaluated Marks
When Evaluated Marks is chosen, the results contain the list of evaluated marks that match the following criteria:
Field | Description |
Mark Approval | Indicates whether the mark for this course enrolment has been approved. |
Warnings | The warning codes associated with this section’s record. |
Legal Name | The student’s legal name |
ASN | The student’s Alberta Student Number. |
Course | The alternate course number. |
Credits Attempted | The amount of credits associated with the section. |
Evaluation Date | The date the mark was evaluated. |
Grade/Mark | The student’s mark for the course. |
Evaluation Method | The evaluation method of the mark. |
Funding Requested | Indicates whether funding was requested or not. |
School | The school’s name. |
School Year | The year the mark was given. |
Local ID | The ID of this evaluated mark in the local copy. The Local ID is an active link. Click the link to open the student’s Edit Stored Grade page in a new tab on the browser. |
Audit | The last date the Evaluated Mark record was updated. |
Diploma Exam Marks
When Diploma Exam Marks is chosen, the results contain the list of Diploma Exam Marks that match the following criteria:
Field | Description |
ASN | The students's Alberta Student Number. |
Student Name | The student's legal Name. |
Course Code | The alternate course number. |
Course Description | The name of the course. |
Mark Value | The student's mark for the exam. |
Exam Period | The month the exam was taken. |
Exam Language | The language in which the exam was written. |
Machine Scored | Yes or No value. |
Written Response | Yes or No value. |
Status | Indicates the status of the exam. |
Is Deleted | Yes or No value. |
Last Updated On (Audit) | The last date the Diploma Exam Mark record was updated. |
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.
Field | Description |
ASN | The student's Alberta Student Number. |
Student Name | The student's legal Name. |
Course Code | The alternate course number. |
Course Description | The name of the course. |
Is Diploma | Indicates whether the course is a diploma course. |
Official Mark | The student's Official Blended Mark. |
Official Mark Status | Indicates whether the Official Mark is available. |
Calculation Method | Indicates the type of calculation method used to obtain the Official Mark. |
School Year | The year the mark was awarded. |
Last Updated On (Audit) | The last date the Official Mark record was updated. |
Credential Types
When Credential Types is chosen, the results contain the list of achieved credential types that match the following criteria:
Field | Description |
---|---|
ASN | The student's Alberta Student Number. |
Student Name | The student's legal name. |
Credential Type | The type of certificate or diploma the student achieved. |
Credential Number | The Alberta assigned credential number. |
School Year | The year the credential was achieved. |
Last Updated On (Audit) | The last date this record was updated. |
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:
On the Start Page, click Special Functions. The Special Functions page appears.
Under Alberta PASI Data Validations click the validation name link for the validation you want to run. The validation page appears.
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.
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.
Field | Description |
School | List of Schools. |
Classroom Accommodation | The classroom/physical accommodations such as alternative seating, adaptive devices. |
Medical Alert | The Medical Alert records of the students. |
Digital Documents | Digital document records. A digitized version of the student record that complies with the policies/process/procedures of Student Record Regulation. |
In PASI | Records are in PASI. |
Not in PASI | Records are not in PASI. |
View and Manage Student Information
Navigate to Start Page > Special Functions > Interfaces to Other Systems > PASI Interface > Manage Student Information.
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.Select the Item you want to manage.
Classroom Accommodation
Medical Alert
Digital Documents
Select the Type for the Item.
In PASI
Not in PASI
Click Submit.
You can view and manage all the PASI records for the selected Item.