Setting Up and Storing Summer School Grades

Introduction

This section outlines the final grades setup and then storing grades in PowerSchool SIS for summer school students based on how you collect data for summer school. For details on how to set up summer school in PowerSchool, refer to the Summer School Setup Guide for PowerSchool available on PowerSource.

Important

• Only Z1 is needed for summer grades.

• These grades will be published to the student's academic record only.

Determine Your Summer School Setup

Before proceeding, identify which of the following applies to your school or district: 

Option A: You are using PowerSchool for summer school (with its school and sections). 

Option B: You are NOT using PowerSchool for summer school and manually enter summer school in the historical grades at the student's home school. 

OPTION A: Using PowerSchool for Summer School 

If your district uses PowerSchool for summer school with course enrollments and scheduling: 

1. Go to the Summer School Building

   • Navigate to the PowerSchool school site created for summer school. 

2. Confirm the Summer Term Exists

   1. Go to School Setup > Years & Terms

   2. Ensure a Summer Term is defined. 

3. Create Z1 Store Code

   1. Go to District Office > School Info and select the summer school.

   2. Click to Final Grade/Reporting Term Setup.

   3. Add a new store code with:

      1. Name: Z1

      2. Term: Set to the Summer Term

      3. Submit the store code. 

4. Store Grades

   1. When storing grades in PowerSchool, select the Z1 store code for the summer term. 

The grades will appear on the student’s historical grades with Associated Sections.

OPTION B: Not Using PowerSchool for Summer School 

If summer school is managed outside of PowerSchool, enter grades manually into the Historical Grades. 

1. Go to the Student’s Home School

   1. This is the school where the student is normally enrolled during the school year. 

2. Edit Year Term to Include Z1

   1. Go to District Office > School Info and select the high school.

   2. Go to School Setup > Years & Terms

   3. Select the full year term (e.g., Y1).

   4. In the Store Codes field, enter Y1,Z1 (Note: No spaces between values.) 

3. Add Z1 Store Code

   1. Go to Final Grade/Reporting Term Setup

   2. Add a new store code with:

   3. Name: Z1

   4. Term: The full year (Y1) 

4. Manually Enter Grades

   1. Navigate to the student’s high school.

   2. Go to Historical Grades for the student.

   3. Add a new grade record using:

   4. School: The high school

   5. Historical Year: 2024

   6. Store Code: Z1

   7. Course Number – Section Number: Enter the Course Number, leave the Section number blank

   8. Course Name: Enter the Course name

   9. Fill out all the other information 

The grades will appear on the student’s Historical Grades without any Associated Section.

Credit Recovery 

Entering the Credit Recovery Course in Historical Grades  

1. Navigate to the student’s Historical Grades screen.  

2. Select 'Single New Entry'.  

3. Complete the form with the following values:  

   1. School: Select the student’s school.  

   2. School Year: e.g., 2024.  

   3. Store Code: Z1 (uppercase).  

   4. Grade Level: Match the student’s current grade.  

   5. Course Number: e.g., 801000 (district credit recovery course).  

   6. Course Name: [Original Course Name] Credit Recovery (e.g., Economics Credit Recovery).  

   7. Grade: NC (No Credit).  

   8. Section Number: Leave blank.  

   9. Credit Hours/Potential Credit: Leave blank.  

4. Click Submit.  

School Setup Considerations

Consider the following items when you create a separate school for summer school:

Terms

The school setup must be identical to the regular school. However, the school must have a year-long term for the summer enrolment period. It is important that you set up the term end date to July 31 so that the Term ID assigned to the term attaches to the current school year and not the next school year. If your summer school actually ends in August then you can adjust the end date after you have created the term.

If the term is associated to the wrong school year, the records will be for the incorrect school year.

Is Summer School Indicator

The Is Summer School check box must be checked. This allows you to set the Summer School Indicator on the Scheduling Setup. You also have the ability to transfer students to the summer school using the Transfer Out of School Group function.

State Province Identifier

The StatePrId field must have the value of the Regular School so that we can map students and school enrolments to the Regular School.

Some districts have a separate school code approved for summer school. In this case, StatePrID is not required. You can simply use the summer school code as the school number.

Sort Order

It is recommended that summer schools are at the bottom of the sort order on Schools/School Info page.

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