Oklahoma Start of Year Checklist

Use the following checklist to track your progress through the Start of Year tasks for Oklahoma State Reporting. Please see the PowerSchool Start of Year Guide for additional updates. For detailed setup information, click the applicable heading.

On this page:

District Setup

• Partial Daily (AM/PM) Attendance Preference:

  • Verify Partial Daily Attendance is enabled.

• Calendar Membership Types codes:

  • Verify that the following codes are set up:

    • IN = In Session

    • H = Holiday

    • PD = Professional Day

    • PT = Parent/Teacher Conference

    • EM = Emergency Out

    • DVL = Distance/Virtual Learning Day

    • LAED = Late Arrival/Early Dismissal

    • ELD = Extended of Lengthened Day

    • O = Other

• Courses:

  • Verify alternate course number is set up.

• Oklahoma State Information:

  • Verify Core Academic Course/Instructional Level is set up.

• District Info:

  • Review NCES ID and other fields. 

  • Review Entry/Exit Codes.

  • Review Federal Ethnicity and Race settings.

• School/School Info:

  • Review Calendar Info. 

• Grades

  • Verify Grades are set up.

School Setup

• Attendance Code Categories:

  • Ensure Attendance Code Categories are Excused, Unexcused, Suspension, SDA, and OSSSIF.

Note: OSSSIF is a new attendance category recommended for the 2019-2020 school year. 

• Attendance Codes:

  • Ensure HDA, FDA, and FDP are set.

  • Verify Absent Attendance code is set to Excused or Unexcused.

Note: OSS is a new attendance code recommended by the state department for the 2019-2020 school year. 

• Attendance Preferences:

  • Verify the Meeting checkbox is selected.

• Full-Time Equivalencies:

  • Review Default Attendance Mode and Conversion.

• Bell Schedules:

  • Review counts for ADA.

  • The day part must be designated as AM/PM.

• Calendar Setup:

  • Review schedule, in-session, membership value, and type.

• Verify Courses are set up.

• Verify Periods are set up.

• Verify Sections are set up.

• Verify Years and Terms are set up.

• Oklahoma State Information:

  • Review Medium of Instruction.

  • Review Location of Instruction.
    
    

• Review CRDC-specific Sections Information. 

• Review Oklahoma Career Technology Information. 

Staff Setup

• Review Staff Information. 

• Review Staff Assignments.

Student Setup

• Review Demographics information. 

• Review enrollment.

• Review State/Province – OK > Oklahoma State Information:

  • Personal Information

  • Resident information

  • Transportation Information

  • Out-of-Home Placement (OHP)

  • Birth Information

  • Special Programs

  • Disability Information

  • Homeless Information

  • Home Language Survey

  • English Learner (EL) Information

  • IEPP – No longer needed

  • Neglected Delinquent

  • Military Student Identifiers (MSI)

• Verify Civil Rights Data Collection (CRDC) information is updated.

• Verify CTE information is updated. 

Student Programs Setup

Customers must set up the following programs at the District Office. They can also rename current programs to match the Exact Name in PowerSchool. This is required for reporting via the SIF Agent for the 2024-2025 school year. 

This does NOT apply to the Lunch and the Economic Disadvantaged programs as they are tracked separately under the Lunch area in PowerSchool SIS.

SIF Agent

• Verify SIF Agent is connected to Wave.

• Verify SIF Agent rollover for the 2024-2025 school year is done.

• Verify latest SIF Plugin is installed and restart the agent after doing so.

AM/PM Attendance Calculation using Day Parts

The Nightly Process calculates the number of potential minutes the student is scheduled to attend in a day and the number of absent minutes, if any.

The Attendance Register and Transportation Register run off the data generated by the Nightly Process.

The attendance calculation still uses the same AM and PM Rules for Oklahoma SDE, however, the method is different.

The AM and PM parts of the day are now user-defined on the bell schedule. Each bell schedule used by the school district must identify the part of the day the period belongs.

Two-Thirds Rule:

• The student must be present for more than two-thirds of the AM to be considered a half-day present.

• The student must be present for more than two-thirds of the PM to be considered a half-day present.

The rule is calculated as follows:

1. If present minutes are equal to or more than or equal to two-thirds of the total possible present minutes in the AM, the student is considered a half-day present.
   For example, if a student was 100 minutes’ present out of 150 minutes in the AM, the student will be half-day present.

2. The calculation is repeated for PM minutes.

Important:

• The AM/PM designation on the bell schedule must be set.

• Refresh Attendance Views must be run to view new changes to attendance or bell schedule.

• Calculates AM and PM independently from one another.