Working with Student Profiles in PASI

PASI Student Lookup

The PASI Student Lookup page provides the ability to find a student based on ASN or personal information, preview a summary, or view detailed information about the student. This information is from PASI, but viewable in PowerSchool.

To search for a student in PASI from the Special Functions page:

On the Start Page, click Special Functions. The Special Functions page appears.
Under Alberta PASI DEM/ENR Functions, click Student Lookup. The PASI Student Lookup page appears.
Enter information using one of the two search options:
1. By ASN
2. By Student Personal Data

Lookup By Alberta Student Number (ASN)

If an ASN is available, search for the student using the ASN.

Enter the student's Alberta Student Number and click Find. PowerSchool sends a request to PASI. If an exact match is found, the student's profile is displayed (see Viewing the PASI Student Profile). If no student record is found that matches the ASN, an alert message is displayed at the top of the page.

Lookup By Student Personal Data

Enter the student name, date of birth, or advanced search criteria and click Find.

Field	Description
Name	Enter the student's name, if known, including last name, first name, middle name, and suffix.
DOB	Enter the student's date of birth, if known.
Advanced Search
Include All Quality Levels	Select the checkbox to indicate so that even if an exact match is found, additional close matches should also be displayed. PASI defines quality levels as follows: High Quality – The student name, date of birth, and ASN (if provided) are an exact match. Medium Quality – The student name, date of birth, and ASN (if provided) are consistent with a match, but not exact. For example, if "J Doe" is entered and "John Doe" is returned. Low Quality – The student name, date of birth and/or ASN (if provided) and are inconsistent with the match. For example, if "J Smith" is entered and "J Smythe" is returned.
Include Students With Disclosure Restrictions	Select the checkbox to indicate that the search results should include students that have disclosure restrictions, meaning that their information is considered sensitive. By default, students with disclosure restrictions are not included. When these students are included, they are indicated with an asterisk next to their name.
Approximate Age	Enter the student's approximate age using numerical characters, such as 10 for ten years old.
Grade Level	Enter the student's grade level using numerical characters, such as 1 for first grade. If neither the birth date nor the approximate age is provided, then the grade level is used to estimate the student's age.
Street	Enter any part of the student's street address.
City, State, Postal Code	Enter the student's city, state, and/or postal code.
Country	Enter the student's country.

PowerSchool sends a request to PASI. PASI sends back a list of students who match the criteria. The Find PASI Student page refreshes with the list of matching students.

The quality of the results is indicated as follows:

Match Status	Description
No Match	Indicates no matching students are found
Match	Indicates exactly one matching student is found.
Ambiguous	Indicates multiple students are found.
Found Student with Disclosure Restrictions	Indicates students with disclosure restrictions are found.
Insufficient	Too many student matches are found. User must refine the search criteria to narrow the results.

if the results contain students with Disclosure Restrictions or if the results are of Insufficient quality, an alert message is displayed at the top of the page.

Note: If you see a message without any results, refine your search and try again.

To view a brief summary of information for a student on the PASI Student Lookup page, click the student's name. The Student Information dialog appears with the student's name, birth date, gender, ASN, Is Deactivated status, and address.
To view detailed information for a student from PASI, see "Viewing the PASI Student Profile" below.

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Viewing the PASI Student Profile

PASI Direct Connect provides a view from PowerSchool of all the student data in PASI, through the PASI Student Profile function. The Student Profile displays information from PASI for students who are associated with your organization (see Understanding Associations below).

Note: If the student is not associated with your organization, the "Limited Student Profile" is displayed. The Limited Student Profile is a shortened version of the student profile that contains only the current information of the student and excludes all the historical changes.

To view the PASI student profile:

Follow the steps in the PASI Student Lookup above.
On the Find PASI Student page, click Select next to a student's name.
Click Get Profile. If the student is associated to your organization, the Student Detailed Profile page appears.
Click Back to return to the Find PASI Student page.

Note: You can also access the student's profile via the PASI Student Profile button on the Alberta Information page (Start Page > Student > State/Province – AB).

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Understanding Associations

Association is the process by which PASI determines if a district/authority or a school in the authority has permission view or to make changes to the student demographic data.

Student Association

A student can have an association to a school if the school created the ASN for the student or if the student is currently enrolled at that school.

Association by Creation

Association by creation is first established based on the organization creating the student. When the Create Student service is submitted by a PASI Client, the organization being represented on the request is associated to the student. For example, if Edmonton Public School Division creates a student and generates a new ASN, then Edmonton Public School Division becomes associated to the student. This association remains in place until the student becomes enrolled at a school.

If an enrolment is not recorded for the student, the association will remain in place for a period of 2 years following the date the student record was created.

Association by Enrolment

When a student is enrolled at a school, a new association is created based on the school contained within the enrolment record.

A student is associated to a school based on enrolments if:

The school has an enrolment record that has not yet ended, or
The school has an enrolment record that has ended, but that enrolment is the mostly recently ended enrolment record (i.e. the student has not yet been enrolled in another Alberta school).

Note: Enrolments with a Registration Status of "Created In Error" or "Cancelled" are ignored when determining association.

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PASI Student Profile Information

This section describes all the student information currently available in PASI that is displayed in PowerSchool.

Field	Description
Name & Contact – Preferred Name
Type	Indicates if the type of other name is current or previous.
Last Name	Student's last name for this record.
First Name	Student's first name for this record.
Middle Name	Student's middle name for this record.
Suffix	Student's name suffix for this record.
Exact	Student's name is exactly spelled as documented.
Effective Date	Date this name record became effective.
Ref#	Reference number of the student's record.
Name & Contact – Legal & Identification
Preferred	Indicates if the student's legal name is preferred (Yes or No).
Type	Indicates if the type of legal name is current or previous.
Last Name	Student's last name for this record.
First Name	Student's first name for this record.
Middle Name	Student's middle name for this record.
Suffix	Student's name suffix for this record.
Exact	Student's name is exactly spelled as documented.
Gender	Student's gender (Undefined, Male, or Female).
Date of Birth	Student's date of birth.
Document Type	Type of document used as the source for the student's identification information. Refer to the PASI Code Values document from Alberta Education for a list of valid values.
Document Number	Identification number associated with the document used for the student's identification information.
Issued Date	Date when the identification document was issued.
Effective From	Date from which this record was effective.
Ref#	Reference number of the student's record.
Name & Contact – Other Names
Last Name	Student's last name for this record.
First Name	Student's first name for this record.
Middle Name	Student's middle name for this record.
Suffix	Student's name suffix for this record.
Effective Date	Date from which this record was effective.
Ref#	Reference number of the student's record.
Name & Contact – Addresses
Preferred	Indicates if the student's address is preferred (Yes or No).
Type	Indicates if the type of address is current mailing or other mailing.
Street	Student's street address.
City	Student's city.
State Province	Student's state/province.
Country	Student's country.
Postal Code	Student's postal code.
Effective Date	Date from which this record was effective.
Expiry Date	Date when this record expired.
Ref#	Reference number of the student's record.
Name & Contact – Phone
Preferred	Indicates if the student's address is preferred (Yes or No).
Listable	Indicates if the student's phone number can be made public in the student directory (Yes, No, or Unknown).
Number	Student's phone number.
Extension	Student's phone extension, if applicable.
Type	Select the type of phone number, mobile or home, from the pop-up menu.
Effective Date	Date from which this record was effective.
Expiry Date	Date when this record expired.
Ref#	Reference number of the student's record.
Disclosures & Other - Disclosure Restrictions
Active Status	Indicates if the disclosure restriction is active (Yes or No).
Restriction Type	Indicates the disclosure restriction type for the student. Caution Court Ordered Independent Under 18
Effective Date	Date from which this record was effective.
Expiry Date	Date when this record expired.
Restriction Details	Comments regarding the student's disclosure restriction.
Ref#	Reference number of the student's record.
Disclosures & Other – Citizenship Status
Citizenship Status	A value indicating the student's citizenship status. Refer to the Appendix for valid values.
Study Permit Expiry Date	If the student has a study permit, the date the permit expires.
Effective Date	Date the status became effective.
Ref#	Reference number of the student's record.
Secondary ASN
ASN	If the student has two ASNs, then this section appears. If you are viewing the record for the primary ASN, then the secondary ASN is displayed. If you are viewing the record for the secondary ASN, then the primary ASN is displayed. Note: An Update ASN button will display if this is the student's secondary ASN.
Miscellaneous
ASN	The Alberta Student Number of the student profile request.
Section 23 Eligibility	The student's eligibility under section 23 of the Canadian Charter of Rights and Freedoms. C – Known B – Ineligible Y – Eligible
Deactivated	Indicates whether the student is deactivated and their ASN cannot be used for any purpose (Yes or No).
Deceased	Indicates whether the student is deceased (Yes or No).
Date of Death	Date of the student's death, if applicable.
School Enrolments
School Year	School year associated with this enrolment.
School Name (Code)	School code associated with this enrolment.
Grade Level	Student's grade level for this enrolment.
ASN	Student's Alberta Student Number.
Start Date	Start date for the school enrollment.
Exit Date	Exit date for the school enrolment.
Registration Status	The registration status for this enrolment. Refer to the Appendix for valid values.
Registration Type	The registration type for this enrollment. Refer to the Appendix for valid values.
Extended Info	Click View to see details on each enrollment, which may include: Registration Entry Status – Indicates the status of the student prior to being enrolled in school. Refer to the Appendix for valid values. French Hours of Instruction – Used to calculate the entitlement to federal government funding for French language programs. Francophone Board – Identifies the appropriate francophone school authority when used with Grants Program code 145. Resident Board – Identifies the appropriate school authority when used with Grants Program Codes 110 and 140. Enrollment Type Codes – Identifies students for funding or data collection purposes. Refer to the Appendix for valid values. Grants Program Codes – Identifies the type of course of study in which the student is enrolled. Exception Codes – Identifies exceptional students; also known as special education codes. Refer to the Appendix for valid values.
Audit	Click View to request the audit information for the student's school enrolment.
Student Audit
Date	Date when change was made to the student's demographic information.
Action	Type of change that was made to the student's information (Add, Update, Delete).
Organization Code	School or school authority code. The school code is preceded by the letter "S" and the school authority code is preceded by the letter "A".
User Name	Name of the user who made the change.
Extended Info	Click View to view detailed information about each change.
Course Enrolments
ASN	Student's Alberta Student Number.
School Year	School year associated with this course enrolment.
School Name	School name associated with this course enrolment.
Section Term	The term associated with this course enrolment.
Course	The course number associated with this course enrolment. The course number is an active link. Click the link to open a pop-up window containing Course Details.
Credit Attempted	The amount of credits assigned to the course.
Mark Approved	Indicates whether the mark has been approved or not. If there is no final mark yet, this field displays N/A for Not Applicable.
Mark Value	The final stored grade of the course. If there is no final mark yet, this field displays N/A for Not Applicable.
Mark Date	Date when the final grade was stored. If there is no final mark yet, this field displays N/A for Not Applicable.
Entry Date	Start date for the course enrolment.
Exit Date	Exit date for the course enrolment.
Status	The status of the course enrolment.
School Enrolment	The registration type of the student. The School Enrolment is an active link. Click the link to open a pop-up window containing School Enrolment Details.
Section Description	The course and section number followed by the course name.
Funding Requested	Indicates Yes or No if the course enrolment has been selected for funding or not.
Dual Enrolment	Indicates Yes or No if the course enrolment is dual enrolment or not.
Last Updated On (Audit)	Last date when a change was made to the student's course enrolment record. The Audit Date is an active link. Click the link to open a new tab on the browser containing detailed information about each change made to the course enrolment.
Student Course Enrolment Audit Information
Updated On	Date when change was made to the student's course enrolment information.
Updated by	Name of the user who made the change.
Updated by Organization	School or school authority code. The school code is preceded by the letter "S" and the school authority code is preceded by the letter "A".
Mark Approved	Indicates whether the mark has been approved or not. If there is no final mark yet, this field is blank.
ASN	Student's Alberta Student Number.
School Enrolment	The registration type of the student.
Course	The course number associated with this course enrolment. The course number is an active link. Click the link to open a pop-up window containing Course Details.
Course Enrolment Status	The status of the course enrolment.
Mark Assignment Date	Date when the final grade was stored. If there is no final mark yet, this field is blank.
Mark Value	The final stored grade of the course. If there is no final mark yet, this field is blank.
Mark Format	The format of the final grade (Percent, Numerical).
Credits Attempted	The amount of credits assigned to the course.
Funding Requested	Indicates Yes or No if the course enrolment has been selected for funding or not.
Dual Enrolment	Indicates Yes or No if the course enrolment is dual enrolment or not.
Instructional Minutes	The amount of instructional minutes assigned to the section.
Entry Date	Start date for the course enrolment.
Exit Date	Exit date for the course enrolment.
Is Deleted	Indicates if the course enrolment was deleted.
School	School or school authority code. The school code is preceded by the letter "S" and the school authority code is preceded by the letter "A".
Section Description	The course and section number followed by the course name.
Section Term	The term associated with this course enrolment.
School Year	The school year associated with this course enrolment.
Evaluated Marks
ASN	Student's Alberta Student Number.
School Year	The school year associated with this mark.
Organization	School or school authority code. The school code is preceded by the letter "S" and the school authority code is preceded by the letter "A".
Course	The course number associated with this mark. The course number is an active link. Click the link to open a pop-up window containing Course Details.
Credits Attempted	The amount of credits assigned to the course.
Mark Approved	Indicates whether the mark has been approved or not.
Mark Value	The final stored grade of the mark.
Evaluation Method	Indicates how the mark was scored.
Evaluation Date	The exact date the mark was awarded. MM, DD, YYYY.
Last Updated On (Audit)	Last date when a change was made to the student's mark. The Audit Date is an active link. Click the link to open a new tab on the browser containing detailed information about each change made to the evaluated mark.
Student Evaluated Mark Audit Information
Updated On	Date when change was made to the student's course enrolment information.
Updated by	Name of the user who made the change.
Updated by Organization	School or school authority code. The school code is preceded by the letter "S" and the school authority code is preceded by the letter "A".
Mark Approved	Indicates whether the mark has been approved or not. If there is no final mark yet, this field is blank.
ASN	Student's Alberta Student Number.
Course	The course number associated with this course enrolment. The course number is an active link. Click the link to open a pop-up window containing Course Details.
Evaluation Method	Indicates how the mark was scored.
Mark Value	The final stored grade of the mark.
Credits Attempted	The amount of credits assigned to the course.
Funding Requested	Indicates Yes or No if the mark has been selected for funding or not.
Is Deleted	Indicates whether or not the record was deleted.
School	School or school authority code. The school code is preceded by the letter "S" and the school authority code is preceded by the letter "A".
School Year	The school year associated with this mark.
Exam Marks
ASN	Student's Alberta Student Number.
School Year	The school year associated with this exam mark.
Exam Period	Month the exam was written.
Exam Type	Diploma or Non-Diploma exam.
Exam Language	The written language of the exam.
Exam Written On Date	The exact date the exam was written. MM, DD, YYYY.
Course	The course number.
Mark Value	The percentage the exam is worth to the overall course. This field displays as N/A for Not Applicable if the exam has not been written.
Exam Mark Status	The status of the exam including whether the exam has been written, or not, as well as what type of exam.
Writing Centre	School or school authority code. The school code is preceded by the letter "S" and the school authority code is preceded by the letter "A".
Exam Series	Indicates whether or not the exam is part of a series.
Rescored	Indicates whether or not the exam has been rescored.
Last Updated On	Last date when a change was made to the student's exam mark.
View Details	Click View to open a pop-up window containing Exam Components information.
Exam Components
Component Name	The type of component. Example: Written Response.
Weight	Indicates how much each component is worth.
Maximum Mark	The highest mark achievable.
Mark Value	The final stored grade of the exam. If there is no final mark yet, this field is blank.
Exam Form	The exam form code.
Component Mark Status	The status of the exam including whether the exam has been written, or not, as well as what type of exam.
Writing Centre	School or school authority code. The school code is preceded by the letter "S" and the school authority code is preceded by the letter "A".
Diploma Exam Mark Audit Information
Updated On	Date when change was made to the student's course enrolment information.
Updated By	Name of the user who made the change.
Updated Organization	School or school authority code. The school code is preceded by the letter "S" and the school authority code is preceded by the letter "A".
ASN	Student's Alberta Student Number.
Exam Mark Status	The status of the exam including whether the exam has been written, or not, as well as what type of exam.
Is Deleted	Indicates if the exam mark was deleted.
Is Rescored	Indicates if the exam mark was rescored.
Mark Value	The awarded mark.
View Details	Click View to open a pop-up window containing Exam Components information.
Official Marks
ASN	Student's Alberta Student Number.
Course Code	The course number.
Is Diploma	Yes or No value.
Official Mark	The Official Blended Mark awarded.
Credits Awarded	The amount of credits assigned to the course.
Official Mark Status	Indicates whether the mark is Available or Unavailable.
Calculation Method	Indicates how the mark was scored.
School Year	The school year associated with this mark.
Last Updated On	Last date when a change was made to the student's mark.
View Details	Click View to open a pop-up window containing Official Mark Details information.
Official Mark Details
Course Code	The course number.
Mark Type	Evaluated, Course or Exam.
Mark Value	The final stored grade of the mark. If there is no final mark, this field displays N/A for Not Applicable.
Assignment Date	The exact date the mark was awarded. MM, DD, YYYY.
Organization	School or school authority code. The school code is preceded by the letter "S" and the school authority code is preceded by the letter "A".
School Year	The school year associated with this mark.
Selection Reason	Reason for the mark.
Last Updated On	Last date when a change was made to the student's mark.
Official Mark Audit Information
Updated On	Date when change was made to the student's course enrolment information.
ASN	Student's Alberta Student Number.
Course Code	The course number.
Credits Awarded	The amount of credits assigned to the course.
Mark Calculation	Indicates how the mark was scored.
Mark Format	Indicates how the mark was scored.
Mark Status	Indicates whether the mark is Available or Unavailable.
Mark Value	The Official Blended Mark awarded.
School Year	The school year associated with this mark.
View Details	Click View to open a pop-up window containing Official Mark Details information.

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ASN Lookup

Use this process to locate the Alberta Student Number (ASN) for a student who exists in both PowerSchool and PASI. After enrolling a student in PowerSchool, part of the student setup process is to enter the student's ASN. PowerSchool provides the ability to search for a student's ASN from PASI.

Note: You can also access the student's profile via the PASI Student Profile link on the Alberta Student Information page (Start Page > Student > State/Province – AB).

To find a student ASN:

On the PowerSchool Start Page, search for and open a student record.
Click State/Province – AB. The Alberta Student Information page appears.
On the Compliance Demographics tab, under the Alberta Student Numbersection, click ASN Lookup. PowerSchool sends the student's identification (legal last name, legal first name, and date of birth) with a request to PASI. PASI sends back a list of students who match the criteria. The PASI Student Lookup page appears with the list of matching students. For more details, refer to the PASI Student Lookup.
To confirm which student is the correct match, do one of the following:

- To view a summary of the student's demographic and enrolment, click the student name. A dialog appears with the summary information.
- To view a detailed list of demographic and enrolment information, click Select next to the student's name. Click Get Profile. The PASI Student Profile page appears, depending on whether the student is associated with your organization (school authority).

5. Click Update ASN. The Importing ASN page appears momentarily while the Alberta Student Number is being imported into the State Student Number in PowerSchool. The Alberta Student Information page appears with the ASN populated in the Alberta Student Number field.

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Importing ASN and Student Demographics from PASI (Alternate)

Note: This import functionality is designed for special use only. Users must have the Import permission for the PASI Direct Connect enabled. For details, refer to Security Setup under Setting up Data and Security.

Use this process to import an ASN and student demographic data from PASI into PowerSchool. This process is recommended when a student is enrolling in your school for summer school or for only one class.

Important: This process overwrites any existing demographic data in PowerSchool from PASI.

To import ASN and student demographics:

On the PowerSchool Start Page, search for and open a student record.
Click State/Province – AB. The Alberta Student Information page appears.
On the Compliance Demographics tab, under the Alberta Student Number section, click ASN Lookup. PowerSchool sends the student's identification (last name, first name, date of birth) with a request to PASI. PASI sends back a list of students who match the criteria.
Select the student record to import and click Update/Import. The Import Student Demographics from PASI page appears with the following demographic information that can be selected for import. For an explanation of the fields, see the Student Profile Information table
1. Alberta Student Number - updates by default.
2. Legal Name & Identification - provided for reference only.
3. Other Name – known other name if it exists.
4. Mailing Address – this is the preferred mailing address.
5. Phone Number – this is the preferred phone number.
6. Citizenship Status
7. Section 23 Eligibility
8. Disclosure Restriction – if any restrictions exist.
Select "I acknowledge that this process updates the selected student demographic information from PASI into PowerSchool."
Click Update. The Importing student profile dialog box appears momentarily while the ASN and demographic information is being imported into PowerSchool. The Alberta Student Information page appears with the ASN and demographic information populated.

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