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School Setup

On this page:

The following data elements are required for school setup. To perform school setup tasks:

  1. On the Start Page, click the School link.
  2. Choose a school from the drop-down list.
  3. Under Setup, click School.

For more information on code values, see the Ohio EMIS Manual.

Data Element

Additional Information

[Table]Field Name

Length

Used in these Reports

Important: If a school records Daily Attendance with Attendance Codes for partial days of absence, you must assign these Attendance Codes a Presence Status value of Present. This is required to correctly calculate attendance on the (FS) Student Standing Record – Hours and other PowerSchool reports.

Attendance Codes

Define attendance codes and their attributes.

For more information, see PowerSchool Help.

Three checkboxes are provided for Ohio State Reporting of Absence Information for Ohio House Bill 410 regarding Truancy & Chronic Absenteeism.

  1. Select this checkbox if this code can be associated with a partial day of attendance for Ohio State Reporting. This checkbox is needed for attendance codes that are considered 'present' in Core PowerSchool but absent for state reporting. An example is Tardy. No time will be calculated for code if it is marked as Present and this box is not checked.
  2. Select this checkbox if this code is considered present for Ohio State Reporting.
  3. Select this checkbox if absence hours for this code should not count toward HB410 Truancy/Chronic Absenteeism, but DO count for attendance reporting for EMIS(example, out-of-school suspension.)


[Attendance_Code]



[S_OH_ATC_Truancy_X]partial_day

[S_OH_ATC_Truancy_X]considered_present

[S_OH_ATC_Truancy_X]involuntary_absence


N/A

N/A


Calculated Absence Hours on Attendance page

Truancy/Chronic Absenteeism Summary

Attendance code categories are associated with a specific school, but not a specific school year; i.e. they are copied from year to year.

Attendance Code Categories

Define attendance code categories such as tardy, excused, or unexcused. When creating the Excused and Unexcused Attendance Code Category pay particular attention to the Name and Code field on the Edit Attendance Code Category page. It must show Excused for both the Code value and the Name value for the Excused code and Unexcused for both the Code value and the Name value for the Unexcused code. Any spaces before, after, or abbreviations such as Unex or EX will cause attendance to report inaccurately for EMIS reporting.

For more information, see PowerSchool Help.

[Code_Entity]

N/A

N/A

Attendance Conversions

Define attendance calculation conversion settings used when calculating ADA.

For more information, see PowerSchool Help.

[Attendance_Conversion]

N/A

N/A

Name

Enter the attendance conversion name.

[Attendance_Conversion]Name

Max 50

N/A

Periods [Absent/Present]

The periods [absent/present] for the period-to-day attendance conversion for the FTE.

The setting for choosing to count absent or present codes for period conversion is set on the attendance preferences page for the current school and year.

[Attendance_Conversion_Items] Conversion_Mode_Code=periodDay

[Attendance_Conversion_Items]Input_Value

N/A

N/A

Day Attendance Value

Enter the day attendance value for the period-to-day attendance conversion for the FTE.

[Attendance_Conversion_Items] Conversion_Mode_Code=periodDay

[Attendance_Conversion_Items]Attendance_Value

N/A

N/A

Code

The code for the code-to-day attendance conversion for the FTE.

[Attendance_Conversion_Items] Conversion_Mode_Code=codeDay

[Attendance_Conversion_Items]Input_Value

N/A

N/A

Day Attendance Value

Enter the day attendance value for the code-to-day attendance conversion for the FTE.

[Attendance_Conversion_Items] Conversion_Mode_Code=codeDay

[Attendance_Conversion_Items]Attendance_Value

N/A

N/A

Minutes Present

Enter the minutes present for the time-to-day attendance conversion for the FTE.

[Attendance_Conversion_Items] Conversion_Mode_Code=timeDay

[Attendance_Conversion_Items]Input_Value

N/A

N/A

Day Attendance Value

Enter the day attendance value for the time attendance conversion for the FTE.

[Attendance_Conversion_Items] Conversion_Mode_Code=timeDay

[Attendance_Conversion_Items]Attendance_Value

N/A

N/A

Name

Enter the FTE name.

[FTE]Name

Max 80

N/A

Default Attendance Mode

Choose the default attendance mode for the FTE.

[FTE]Dflt_Att_Mode_Code

N/A

Truancy/Chronic Absenteeism Summary

Default Attendance Conversion

Choose the default attendance conversion for the FTE.

[FTE]Dflt_Conversion_Mode_Code

N/A

N/A

Attendance Preferences

Specify general attendance preferences.

For more information, see PowerSchool Help.

[Prefs]

N/A

N/A

Attendance Recording Methods

Select Meeting to enable meeting attendance.

Select Daily to enable daily attendance.

Select Time to enable time attendance.

Select Interval to enable interval attendance.

[Prefs]Name=ATT_RecordModeMeeting

[Prefs]Value

[Prefs]Name=ATT_RecordModeDaily

[Prefs]Value

N/A

N/A

Count these codes for period conversion

Choose [Absences/Presents] from the list provided.

This option determines whether or not to count present or absent codes for period-to-day attendance conversions.

[Prefs]Name= ATT_CalcCntPresentsAbsences

[Prefs]Value

N/A

N/A

Use Default Settings in FTE

Select to use default settings in FTE.

This option should always be enabled.

[Prefs]Att_Calc_Use_Defaults

[Prefs]Value

N/A

N/A

Name

Enter the bell schedule name.

[Bell_Schedule]Name

Max 50

N/A

Attendance Conversion Method

Choose the attendance conversion method for the bell schedule.

[Bell_Schedule]Attendance_Conversion_ID

N/A

N/A

Calendar Setup - Name of School Year

Assign days to membership types and schedules.

For more information, see PowerSchool Help.

[Calendar_Day]

N/A

N/A

Segment Name

Enter the segment name.

[Gen]Cat=segment

[Gen]Name

Max 50

N/A

Start Date

Enter the start date. The date is the first day of the reporting segment.

Format: [M]M/[D]D/[YY]YY

[Gen]Cat=segment

[Gen]Value

6-10

N/A

End Date

Enter the end date. The date is the last day of the reporting segment.

Format: [M]M/[D]D/[YY]YY

[Gen]Cat=segment

[Gen]Value2

6-10

N/A

Cycle Days

Define day names for the current school year.

For more information, see PowerSchool Help.

[Cycle_Day]

N/A

N/A

Day Letter

The day letter.

[Cycle_Day]Letter

N/A

N/A

Day Abbreviation

Enter the day abbreviation.

[Cycle_Day]Abbreviation

Max 3

N/A

Day Name

Enter the day name.

[Cycle_Day]Day_Name

Max 30

N/A

Department

Enter the name of the department.

[ScheduleDepartments]Description

Max 10

N/A

Period Number

The period number.

[Period]Period_Number

N/A

N/A

Period Abbreviation

Enter the period abbreviation.

[Period]Abbreviation

Max 3

N/A

Period Name

Enter the period name.

[Period]Name

Max 80

N/A

Sections > [select course] > [select section] > Edit Section

Course Number

Enter or verify the course number for the section.

[Sections]Course_Number

Max 11

(CN) Course Master

(CU) Staff Course Record

(GN) Student Course

HQT Teacher Sheet

Term

Choose the term for the section.

[Sections]TermID

N/A

(GN) Student Course

Schedule

Select the meeting schedule for the section.

[Sections]Expression

[Section_Meeting]SectionID = [Sections]ID

N/A

N/A

Teacher

Choose the teacher for the section.

[Sections]Teacher

N/A

N/A

Section Number

Enter the section number.

[Sections]Section_Number

Max 10

(CN) Course Master

(CU) Staff Course Record

(GN) Student Course

HQT Teacher Sheet

Exclude from EMIS Course Reports

Select to exclude this single section from EMIS course reports including CU, CN, and GN. (To exclude a course and all sections, use the Exclude from EMIS Course Reports field on the Edit Course page.)

[S_OH_SEC_X]State_ExcludeFromReporting

N/A

(CN) Course Master

(CU) Staff Course Record

(GN) Student Course

Semester Code

Enter the semester code for this section.

Refer to the Ohio EMIS Manual for a complete definition.

[S_OH_SEC_X]Semester_Code

1

(CN) Course Master

(CU) Staff Course Record

Length of Scheduled Instruction

Enter the length of scheduled instruction, in minutes, for this section.

[S_OH_SEC_X]Course_Hours

4

(CN) Course Master

Location IRN

Enter an IRN if the course is not being provided by the district.

[S_OH_SEC_X]Location_IRN

6

(CN) Course Master

Language Used in Teaching Course

Select the language used to teach this course.

Refer to the Ohio EMIS Manual for a list of valid codes.

[S_OH_SEC_X]Course_Lang

2

(CN) Course Master

CTE College Credit

Select Y if this course is a CTE College Credit Course. The default is No.

[S_OH_SEC_X]CTE_College_Credit

1

(CN) Course Master

Curriculum

Select the code identifying the curriculum for this course section.

Refer to the Ohio EMIS Manual for a complete definition.

[S_OH_SEC_X]Curriculum

2

(CN) Course Master

Delivery Method

Select the code identifying the delivery method for this course section.

Refer to the Ohio EMIS Manual for a complete definition.

[S_OH_SEC_X]Delivery_Method

2

(CN) Course Master

Educational Option

Select the code identifying the educational option for this course section.

Refer to the Ohio EMIS Manual for a complete definition.

[S_OH_SEC_X]Educational_Option

2

(CN) Course Master

Student Population

Select the code that identifies the type of student that is enrolled in this course.

Refer to the Ohio EMIS Manual for a complete definition.

[S_OH_SEC_X]Student_Population

2

(CN) Course Master

HQT Teacher Sheet

Credit Flexibility Code

Enter the code for credit flex pertaining to the course being reported.

[S_OH_SEC_X]Credit_Flex_Code

1

(CN) Course Master

Highly Qualified Teacher

Select the highly qualified teacher code for this course section (if applicable).

[S_OH_SEC_X]Highly_Qualified_Teacher

1

(CU) Staff Course Record

HQT Teacher Sheet

Highly Qualified Teacher IRN

Enter the IRN number used to group courses for the calculation of the percent of core courses taught by highly qualified staff and the percent of core courses taught by properly certified staff.

[S_OH_SEC_X]Highly_Qualified_Teacher_IRN

6

(CU) Staff Course Record

Staff Provider IRN

Enter the IRN of an EMIS reporting entity which has contracted to teach a course, else ‘******’.

[S_OH_SEC_X]Provider_IRN

Max 6

(CU) Staff Course Record

Block Scheduling

For high school courses, select Fall or Spring, as appropriate.

[S_OH_SEC_X]Block_Scheduled_Class

1

Pre-ID Ohio State Assessment Extract

Override Section Start DateUsed in situations where section start dates are not within the terms established.[S_OH_SEC_X]Override_start_date8

(CN) Course Master

(GN) Student Course

Override Section End DateUsed in situations where section end dates are not within the terms established.[S_OH_SEC_X]Override_end_date8

(CN) Course Master

(GN) Student Course

Exclude from FR reportingCheck this box if the course should be excluded from FR-Student Course Grade reporting.[S_OH_SEC_X]Exclude_From_FR1(FR) Student Course Grade

Course Start Date

Enter the first scheduled day of a course where course dates are required.

Format: YYYYMMDD

[Terms]FirstDay

8

(CN) Course Master

(CU) Staff Course Record

Course End Date

Enter the last scheduled day of a course where course dates are required.

Format: YYYYMMDD

[Terms]LastDay

8

(CN) Course Master

(CU) Staff Course Record

Course Start Date

Enter the first scheduled day of a course where course dates are required.

Format: YYYYMMDD

[Terms]FirstDay

8

(CN) Course Master

(CU) Staff Course Record

Course End Date

Enter the last scheduled day of a course where course dates are required.

Format: YYYYMMDD

[Terms]LastDay

8

(CN) Course Master

(CU) Staff Course Record

Exclude from Instructional Time attendance calculationsCheck this box if the course should be excluded from attendance time calculations based on Ohio House Bill 410 requirements. An example is lunch.[S_OH_SEC_X]Exclude_From_Truancy1Attendance calculations
Grade StatusSelect an applicable value for the grade at the end of each term.[S_OH_TRB_X]grade_status1(FR) Student Course Grade
Reporting TermSelect the appropriate value for each term.[S_OH_TRB_X]reporting_term2(FR) Student Course Grade
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