School Setup
On this page:
The following data elements are required for school setup. To perform school setup tasks:
- On the Start Page, click the School link.
- Choose a school from the drop-down list.
- Under Setup, click School.
Data Element | Additional Information | [Table]Field Name | Length | Used in these Reports | |
Entering Attendance Codes
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.
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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.
| [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 | |
Defining Attendance Code CategoriesAttendance 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 | |||||
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 | |
Adding Full-Time Equivalencies | |||||
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 | |||||
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 | |
Creating 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 | |||||
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 | |
Defining Reporting Segments | |||||
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 | |
Defining 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 | |
Creating Departments | |||||
Department | Enter the name of the department. | [ScheduleDepartments]Description | Max 10 | N/A | |
Defining Schedule 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 SectionsSections > [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. | [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 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 | |
Defining Years & 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 | |
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 calculations | Check 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_Truancy | 1 | Attendance calculations | |
Defining Final Grade/Reporting Term Setup | |||||
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 |