School Setup

Data Element

Additional Information

[Table]Field Name

Length

Used in these Reports

Entering Attendance Codes

School Management > Attendance > Attendance Codes

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 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.)

4. Obsolete - Check this box if absence hours for this code should NOT count toward Chronic Absenteeism, but DO count for attendance reported for EMIS (example, medically excused)

[Attendance_Code]

[S_OH_ATC_Truancy_X]partial_day

[S_OH_ATC_Truancy_X]considered_present

[S_OH_ATC_Truancy_X]involuntary_absence

[S_OH_ATC_Truancy_X]MEDICAL_ABSENCE

N/A

N/A

(FS) Student Standing Record

Calculated Absence Hours on Attendance page

Truancy/Chronic Absenteeism Summary

Defining Attendance Code Categories

School Management > Attendance > Attendance Code Categories

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

Configuring Attendance Conversion

School Management > Attendance > Attendance Conversions > [New/Edit] > Attendance Conversion

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

School Management > Attendance > Attendance Conversions > [None/Defined] > Period-To-Day Attendance Conversion

Periods [Absent/Present]

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

[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

Attendance Conversions > [None/Defined] > Code-To-Day Attendance Conversion

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

Attendance Conversions > [None/Defined] > Time

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

Adding Full-Time Equivalencies

School Management > Attendance > Full-Time Equivalencies (FTE)

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

Setting Up Attendance Preferences

School Management > Attendance > Attendance Preferences

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

Creating Bell Schedules

School Management > Scheduling > Bell Schedules

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

Setting Up Calendars

School Management > Scheduling > Calendar Setup

Calendar Setup - Name of School Year

Assign days to membership types and schedules.

See EMIS Membership Types, Local Attendance Patterns, and Update Calendar for more information on calendar reporting.

For more information, see PowerSchool Help.

[Calendar_Day]

N/A

N/A

Defining Cycle Days

School Management > Scheduling > Cycle Days

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

Defining Schedule Periods

School Management > Scheduling > Periods

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

Creating/Editing Course Sections

School Management > Scheduling > Courses > Sections > Choose Section Number > Edit Section

Course Number

Enter or verify the course number for the section.

[Sections]Course_Number

Max 10

(CN) Course Master

(CU) Staff Course Record

(GN) Student Course

(FR) Student Course Grade

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 - Section Lead

Choose the teacher for the section. Add a teacher or use the actions to edit/remove teachers.

[Sections]Teacher

N/A

N/A

Teachers/Staff - Additional

Use to add additional staff. For state reportable co-teachers, edit the additional teacher and check “EMIS Reportable” box.

[SECTIONTEACHER.S_OH_STC_X]emis_reportable

1

(CU) Staff Course Record

Section Number

Enter the section number.

[Sections]Section_Number

Max 4

(CN) Course Master

(CU) Staff Course Record

(GN) Student Course

(FR) Student Course Grade

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

1

(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

Populated with the building IRN by default. Use this field to override per Ohio EMIS Manual.

[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

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

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

Teacher Licensure Course (TLC) IRN

By default this pulls ******. Use this field to override as needed per Ohio EMIS Manual

[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

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 Date

Used in situations where section start dates are not within the terms established.

[S_OH_SEC_X]Override_start_date

8

(CN) Course Master

(GN) Student Course

Override Section End Date

Used in situations where section end dates are not within the terms established.

[S_OH_SEC_X]Override_end_date

8

(CN) Course Master

(GN) Student Course

Exclude from FR reporting

Check this box if the course should be excluded from FR-Student Course Grade reporting.

[S_OH_SEC_X]Exclude_From_FR

1

(FR) Student Course Grade

Exclude from Instructional Time attendance calculations

Check this box if the course should be excluded from attendance time calculations based on Ohio Chronic Absenteeism requirements. An example is lunch.

[S_OH_SEC_X]Exclude_From_Truancy

1

Attendance calculations

CTE College Credit

This field is obsolete and no longer extracted.

[S_OH_SEC_X]CTE_College_Credit

1

N/A

Highly Qualified Teacher

This field is obsolete and no longer extracted.

[S_OH_SEC_X]Highly_Qualified_Teacher

1

N/A

Defining Years & Terms

School Management > Scheduling > Years & Terms > [New/Edit Terms]

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

Defining Final Grade/Reporting Term Setup

School Management > Academics >Create Final Grade and Reporting Term> [New/Edit Final Grade]

Grade Status

Select an applicable value for the grade at the end of each term.

[S_OH_TRB_X]grade_status

1

(FR) Student Course Grade

Reporting Term

Select the appropriate value for each term.

[S_OH_TRB_X]reporting_term

2

(FR) Student Course Grade