District Setup

Data Element

Additional Information

[Table]FieldName

Length

Used in these Reports

Defining District Courses

Courses > Edit Course District Information

Courses > View Master Course List > New

Course Name

Enter the course name.

[Courses]Course_Name

Max 40

Not Required

Course Number

Enter the course number.

Note: The course number must be the same one provided by the school when the Secondary Professional Technical Program Application Request (or update) was processed and approved by EII-ODE.

[Courses]Course_Number

Max 11

CTE Course

CTE Student

Class Roster

IUID

Alternate Course Number

Enter the alternate course number.

This is the National Center for Education Statistics (NCES) or Non-NCES code for the course that is taught in the location identified by the combination of Class Room ID and Class Period.

Note: When the course number is not the NCES Course Code then the NCES number must be entered.

[Courses]Alt_Course_Number

Max 11

Class Roster

IUID

Staff Asgnmt

Average Daily Minutes Scheduled

Enter the average daily minutes value.

For 2015-2016 IUID reporting this field is not required.

[S_OR_CRS_X]SchdldInstrctMinCnt

Max 5

Class Roster

IUID

Yearly Course Instructional Hours

Enter the yearly instructional hours for the course.

Note: If blank, the value will be calculated at run-time by either looking at Average Daily Minutes Scheduled, or by Bell Schedule Minutes.

[S_OR_CRS_X]YearlyCourseInstructionalHours

10

Staff Asgmnt

Low Grade Responsibility Code

(Obsolete as of 2017-2018)

Code indicating the lowest grade level of content that is being taught in the course.

[S_OR_CRS_X]LoGrdCd

2

Staff Asgmnt

High Grade Responsibility Code

(Obsolete as of 2017-2018)

Code indicating the highest grade level of content that is being taught in the course.

[S_OR_CRS_X]HiGrdCd

2

Staff Asgmnt

Subject Area Qualification

Select the Add/Edit button to assign/deassign the course to/from an existing Subject Area Qualification.

The Subject Area must have previously been defined.

Define the Subject Area Qualification via the link at District Office > District Setup > Staff Qualification Subject Area.

[S_OR_SubjArea_RelCrs_C]coursesDCID

10

Staff Asgmnt

Exclude course from state reporting

Select the checkbox to exclude the course from state reporting.

[S_OR_CRS_X]State_ExcludeFromReporting

1

Class Roster

IUID

Staff Asgnmt

Entering District Info

District Information

Name of District

Enter the district name.

[Prefs]Value

[Prefs]Name=districtname

Max 40

N/A

District Number

Enter the district number.

[Prefs]Value

[Prefs]Name=districtnumber

Max 10

CTE Course

CTE Student

Class Roster

IUID

District County

Select the county from the list.

[Prefs]Value

[Prefs]Name=OR_County

Discipline

SSID

Use Tabs on Student Information Pages

Check to box to enable use of tabs on the State/Province page.

[Prefs]Value

[Prefs]Name=OR_TabFlag

1

Not Required

Federal Ethnicity and Race Settings

Federal Ethnicity and Race Settings

Note: Federal ethnicity and race set up is required for Oregon state reporting. The Consolidated Collections reports utilize the Federal Ethnicity and Race (FER) fields.

Ethnicity Decline to Specify

Federal race and ethnicity “decline to specify” settings are not required for Oregon.

Note:  Ethnicity 'Decline to Specify' may be enabled for internal use, but does not provide a valid state reporting value.  We do not recommend enabling this option.

[Prefs]FRE_AllowDeclineEthnicity

[Prefs]FRE_DeclineEthnicityText

1

Not Required

Race Decline to Specify

Federal race and ethnicity “decline to specify” settings are not required for Oregon.

Note:  Race 'Decline to Specify' may be enabled for internal use, but does not provide a valid state reporting value.  We do not recommend enabling this option.

[Prefs]FRE_AllowDeclineRace

[Prefs]FRE_DeclineRaceText

1

Not Required

Defining Federal Race Categories

Federal Ethnicity and Race Settings > New/Edit Federal Race Category

Note: Federal ethnicity and race set up is required for Oregon beginning with the 2012-2013 school year. The Consolidated Collections reports are being updated to utilize the Federal Ethnicity and Race (FER) fields.

Code

Enter the federal race category code.

Valid values:

(A) Asian

(B) Black or African American

(I) American Indian or Alaska Native

(P) Native Hawaiian or Other Pac Islander

(W) White

[Gen]Name

[Gen]Cat=federalrace

1

SSID

CumADM

CTE Course

CTE Student

Discipline

Freshman

Homeless

Kinder Asmt

LEP

OPK

Recent Arrivers

Description

Enter the federal race category description.

Note: Generally this description matches the Code description but it is not required.  For example, a Description of ‘Caucasian’ can be used with code (W).

[Gen]Value

[Gen]Cat=federalrace

Max 40

Not Required

Sort Order

When you click Submit, the Federal Ethnicity and Race Settings page appears. Enter a sort order for the federal race category.

[Gen]SortOrder

[Gen]Cat=federalrace

Max 3

Not Required

Defining District Race Codes

Federal Ethnicity and Race Settings > New/Edit District Race Code

Note: For state reporting purposes, each District Race Code should be associated with a Federal Race Category Code listed in the previous section.

Code

Enter the district race code.

Note: It is recommended to match the Federal Race Codes for the five basic races. Other codes can be created as locally desired. 

For example, a District Code of (J), Description Japanese, could be matched with Federal Category (A) Asian.

[Gen]Name

[Gen]Cat=race

Max 20

SSID

CumADM

CTE Course

CTE Student

Discipline

Freshman

Homeless

Kinder Asmt

LEP

OPK

Recent Arrivers

Description

Enter the district race description.

[Gen]ValueT

[Gen]Cat=race

Max 40

Not Required

Federal Category

Choose the associated federal race category from the pop-up menu.

[Gen]Value

[Gen]Cat=race

Max 40

Not Required

Alt Race Code

Enter an alternate, equivalent race code.

Note: This field can be used for SIF.

[Gen]Value2

[Gen]Cat=race

Max 40

Not Required

Immunization Setup

Entering Vaccination Requirements

Health Setup > Immunizations > Vaccines

Note: Health code values are loaded automatically with the installer. Deleting seeded data elements also deletes the immunization rules attached to the element. It is recommended to not delete seeded data elements.

The Hepatitis A vaccine is only required for students in grade 8 or lower. Students in grades 9 and higher are automatically displayed as compliant for Hepatitis A on their immunization page.

See the Appendix for documentation of valid values for the following fields: vaccine name, vaccine code, state report name, state code, and doses.

Enter any non-appendix values manually. Note: The Immunization Audit, Immunization Summary, and Immunization Letter to Parents reports include only the nine (9) recognized Oregon Department of Health Services vaccine codes provided in the Appendix.

See the Health Management user guide on PowerSource for general Health setup.

For more information visit the Oregon Department of Health Services website:  http://public.health.oregon.gov/PreventionWellness/VaccinesImmunization    

Vaccine Name

Enter the name of the vaccine.

[HealthVaccine]VaccineName

50

Required

Vaccine Code

Enter the vaccine code or abbreviation.

See Vaccine Codes for a complete list of vaccine names, vaccine codes, state report names, state code, doses.

[HealthVaccine]VaccineCode

30

Immun Audit

Immun Review

Immun Letter

State Report Name

Enter the name of the report used to report this data to the DHS, if applicable.

[HealthVaccine]StateReportName

50

Not Required

State Report Code

Enter the equivalent State Report Code for this vaccine, if applicable.

Note: Do not populate this field with a value other than what is specified in the Appendix.  If a vaccine is being added that isn’t in the Appendix, leave the State Report Code blank.

[HealthVaccine]StateReportCode

30

Not Required

Number of Doses

Enter the number of doses required for this vaccine.

Note: If your district requires additional doses than what was set up by PowerSchool, you can increase the number of doses.

[HealthVaccine]NumberOfDoses

10

Required

Description

Enter a description of the vaccine.

[HealthVaccine]VaccineDesc

512

Not Required

This vaccine is optional

Select the checkbox if the vaccine is not required.

Note: The Hepatitis A vaccine is only required for students in grade 8 or lower. Students in grades 9 and higher are automatically displayed as compliant for Hepatitis A on their immunization page.

[HealthVaccine]IsMandatory

1

Not Required

Rules Engine

The rules engine is available to automatically determine whether a student is compliant for a vaccine.

Each vaccine can only be bound to one rule. Once a vaccine is bound to a rule, the Unbind rule checkbox is available on the Edit Vaccine dialog box.

N/A

N/A

Not Required

Entering Vaccination Exemption Types

Health Setup > Immunizations > Exemption Types

Note: Health code values are loaded automatically with the installer. Enter any additional values manually.

See the Appendix for documentation of valid values for the following fields: exemption names, exemption codes, state report names, state report codes.

Enter any non-appendix values manually.

Note: The Immunization Audit, Immunization Summary, and Immunization Letter to Parents uses only the exemption codes provided in the Appendix.

See the Health Management user guide on PowerSource for general Health setup.

Exemption Name

Enter the name of the exemption type.

[HealthImmExempt]ImmunizatoinExemptionName

50

Required

Exemption Code

Enter the exemption type code or abbreviation.

See the Exemption Type Codes for a complete list of immunization exemption name, exemption code, state report name, state report code.

[HealthImmExempt]ImmunizationExemptionCode

30

Immun Audit

Immun Review

Immun Letter

State Report Name

Enter the name of the report used to report this data to the DHS, if applicable.

[HealthImmExempt]StateReportName

50

Not Required

State Report Code

Enter the equivalent State Report Code for this exemption type, if applicable.

[HealthImmExempt]StateReportCode

30

Not Required

Entering Immunization Certificate Types

Health Setup > Immunizations > Certificate Types

Note: Health code values are loaded automatically with the installer. Enter any additional values manually.

See the Appendix for documentation of valid values for the following fields: certificate names, certificate codes, state report names, state report codes.

Enter any non-appendix values manually. NOTE: The Immunization Audit, Immunization Summary, and Immunization Letter to Parents uses the certificate codes provided in the Appendix of this.

See the Health Management user guide on PowerSource for general Health setup.

Certificate Name

Enter the name of the certificate type.

See Certificate Type Codes for a complete list of immunization certificate name, certificate code, state report name, state report code.

[HealthImmSource]ImmunizationSourceName

50

Immun Audit

Immun Review

Immun Letter

Certificate Code

Enter the certificate type code or abbreviation.

[HealthImmSource]ImmunizationSourceCode

30

Required

State Report Name

Enter the name of the report used to report this data to the ODE, if applicable.

[HealthImmSource]StateReportName

50

Not Required

State Report Code

Enter the equivalent State Report Code for this certificate type, if applicable.

[HealthImmSource]StateReportCode

30

Not Required

Default Certificate

Select the checkbox to indicate that this is the default certificate associated with immunization records.

If a default certificate type is not set, the first Certificate Type in the list becomes the default.

[HealthImmSource]IsDefaultSource

30

Not Required

Health Screenings Setup

Defining Oral Health Screenings

Health Setup > Screenings > Oral Health

Note: Health code values are loaded automatically with the installer. Enter any additional values manually.

See the state-specific values for the following fields: Oral Health Screening Outcome Codes and Oral Health Waiver Reasons.

See the Health Management user guide on PowerSource and System Help in PowerSchool for general Health setup.

Defining Health Grade Level Entry Certifications

Health Setup > Grade Level Entry Certifications > Grade Entry Level Certification

Note: Health code values are loaded automatically with the installer. Enter any additional values manually.

See the Appendix for documentation of valid values for the following fields: grade level, description.

See the Health Management user guide on PowerSource for general Health setup.

Grade Level

Choose a grade level from the pop-up menu. The grade level will appear in a menu on the students’ Grade Level Entry Certification page as available for certification.

Note: If your District requires additional grade certifications, you can add additional certifications beyond those that exist.

The Oregon Immunization reports use [Students]Grade_Level in the report logic.

[HealthGradeLevel]GradeLevel

30

Not Required

Description

Enter a description for the grade level entry certification.

[HealthGradeLevel]GradeLevelDesc

512

Not Required

Entering Health Certification Status Values

Health Setup > Grade Level Entry Certifications > Certification Status Values

Note: Health code values are loaded automatically with the installer. Enter any additional values manually. For example, if you require additional Grade Level Entry Certifications, such as 1^st grade, it may be set up manually.

See the Health Management user guide on PowerSource for general Health setup. 

Display Value

Enter the display value for this data element. The value will display as a Certification Status on the students’ Grade Level Entry Certification page.

See the Health Immunization: Certificate Status Values in the Appendix for a complete list of immunization certificate status values.

[HealthScreenLookup]GradeLevelCertCode

N/A

Not Required

State Report Name

Enter the name of the report used to report this data to the ODE, if applicable.

[HealthScreenLookup]StateReportName

50

Not Required

State Report Code

Enter the equivalent State Report Code for this grade level certification status, if applicable.

[HealthScreenLookup]StateReportCode

30

Not Required

Incident Management

Defining Incident Types

Incident Management > Incident Types

See Incident Management Quick Setup for detailed steps to set up incident types.

Name

Enter the incident types available for Oregon:

• Non-state Reportable

• State Reportable

[Incident_LU_Code]Incident_Category

[Incident_LU_Code]Code_Type=incidenttype

Max 50

Discipline

Setting Up Incident Management Codes and Subcodes

Incident Management > Code & Subcode Setup

See Incident Management Quick Setup for detailed steps to set up incident codes.

Action Codes

Action codes must be set up for Oregon state reporting.

[Incident_LU_Code]Code_Type=actioncode

[Incident_LU_Code]Incident_Category

Max 50

Discipline

Action Subcodes

Multiple action subcodes must be set up for Oregon state reporting.

[Incident_LU_Sub_Code]State_Detail_Report_Code

[Incident_LU_Sub_Code]Is_State_Reportable_Flg = 1 (True)

Max 20

Discipline

Behavior Codes

Behavior codes must be set up for Oregon state reporting.

[Incident_LU_Code]Code_Type=actioncode

[Incident_LU_Code]Incident_Category

Max 50

Discipline

Behavior Subcodes

Behavior subcodes must be set up for Oregon state reporting.

[Incident_LU_Sub_Code]State_Detail_Report_Code

[Incident_LU_Sub_Code]Is_State_Reportable_Flg = 1 (True)

Max 20

Discipline

Behavior Secondary Subcodes

Secondary behavior subcodes must be set up for Oregon state reporting.

[Incident_LU_Sub_Code]State_Detail_Report_Code

[Incident_LU_Sub_Code]Is_State_Reportable_Flg = 1 (True)

Max 20

Discipline

Participant Attribute Codes

Participant Attribute codes must be set up for Oregon state reporting.

[Incident_LU_Code]Code_Type=actioncode

[Incident_LU_Code]Incident_Category

Max 50

Discipline

Participant Attribute Subcodes

Participant Attribute subcodes must be set up for Oregon state reporting.

[Incident_LU_Sub_Code]State_Detail_Report_Code

[Incident_LU_Sub_Code]Is_State_Reportable_Flg = 1 (True)

N/A

Discipline

Object Codes

Object codes must be set up for Oregon state reporting.

[Incident_LU_Code]Code_Type=actioncode

[Incident_LU_Code]Incident_Category

N/A

Discipline

Object Subcodes

Object subcodes must be set up for Oregon state reporting.

[Incident_LU_Sub_Code]State_Detail_Report_Code

[Incident_LU_Sub_Code]Is_State_Reportable_Flg = 1 (True)

N/A

Discipline

Duration Codes

Duration Codes must be set up for Oregon state reporting.

[Incident_LU_Code]Incident_Category

[Incident_LU_Code]Code_Type=durationcode

N/A

Discipline

Action Change Codes

Action Change codes must be set up for Oregon state reporting.

[Incident_LU_Code]Code_Type=actioncode

[Incident_LU_Code]Incident_Category

N/A

Discipline

Action Change Subcodes

Action Change subcodes must be set up for Oregon state reporting.

[Incident_LU_Sub_Code]State_Detail_Report_Code

[Incident_LU_Sub_Code]Is_State_Reportable_Flg = 1 (True)

N/A

Discipline

Creating Scheduling/Reporting Ethnicity Codes

Scheduling/Reporting Ethnicity Codes > New/Edit Ethnicity Code

Note: For state reporting purposes, use of Scheduling/Reporting Ethnicity Codes has been replaced by Federal Ethnicity and Race Settings.

Code

Enter the ethnicity code.

[Gen]Value

[Gen]Cat=ethnicity

Max 40

Not Required

Description

Enter the ethnicity description.

[Gen]Name

[Gen]Cat=ethnicity

Max 50

Not Required

Defining District Schools

Schools/School Info > Edit School

School Name

Enter the school name.

[Schools]Name

Max 60

Schl Conflict

School Abbreviation

Enter the school abbreviation.

[Schools]Abbreviation

Max 20

Not Required

School Address

Enter the school address.

[Schools]SchoolAddress

Max 79

Not Required

School City

Enter the school city.

[Schools]SchoolCity

Max 79

Not Required

School State/Province

Enter the school state/province.

[Schools]SchoolState

Max 79

Not Required

School Postal/Zip Code

Enter the school postal/zip code.

Preferred Zip Format: Do not include hyphens.

[Schools]SchoolZIP

Max 79

Not Required

School Phone Number

Enter the school phone number.

[Schools]SchoolPhone

Max 31

Not Required

School Number

Enter the school number.

[Schools]School_Number

Max 10

CTE Course

CTE Student

Class Roster

IUID

Schl Conflict

Alternate School Number

Enter the alternate school number.

[Schools]Alternate_School_Number

Max 10

CTE Course

CTE Student

Exclude From State Reporting?

Select the checkbox to exclude the school from state reporting.

[Schools]State_ExcludeFromReporting

1

SSID

CumADM

CTE Course

CTE Student

Class Roster

Discipline

Freshman

Homeless

IUID

Kinder Asmt

LEP

OPK

Restrain-Seclusion

Staff Assignment

Schl Conflict

Principal’s Name

Enter the principal’s name.

[Schools]Principal

Max 79

Not Required

Grades

Enter the school grades (lowest - highest).

Note: Grade levels must be in the range -10 to 20.

[Schools]Low_Grade

[Schools]High_Grade

3

Not Required

Schools/Schools Info > Edit/New School

Full Time Schedule Hours

Enter the total number of hours of instruction for a full-time schedule at the current school

Note: If required, this value can be overridden for teachers on their staff pages.

[S_OR_SCH_X]FullTimeSchedHours

4

Staff Asgnmnt

Entering Restraint and Seclusion Information

Oregon Restraint and Seclusion Collection Information

Number of Seclusion Rooms Available

Count of rooms located at the school and available to use for seclusion of a student.

[S_OR_SCH_X]SeclusionRoomCount

5

Restraint-Seclusion

Description of Seclusion Rooms

Enter the description, dimensions, and design of the rooms used by the school for seclusion of students including safety features, lighting and ventilation.

[S_OR_SCH_X]SeclusionRoomDesc

1000

Restraint-Seclusion

Description of steps taken to reduce incidents involving restraint or seclusion

Description of steps taken by the school to decrease the use of physical restraint and seclusion for each student physically restrained or secluded more than 10 times during the school year.

[S_OR_SCH_X]TenIncdntDesc

1000

Restraint-Seclusion

Setting Up Special Programs

Special Programs > Special Program Information

Program Name

Enter the special program name.

For programs included in state reports a Program Type must be selected (see below). The name and type are not required to be the same.

The CumADM report will check for either the Program Name or Program Type for:

(PNP) Pregnant/Parenting

(ESL) English as a Second Language

[Gen]Name

[Gen]Cat=specprog

Max 50

SSID

CumADM

CTE Course

CTE Student

Discipline

Freshman

Homeless

Kinder Asmt

LEP

OPK

Recent Arrivers

Qualifies as a special education program

Select the checkbox to indicate a special education program.

[Gen]spedindicator

[Gen]Cat=specprog

1

Not Required

Program Type

Choose the appropriate program type from the pop-up menu.

You may define any special program name, as long as the correct state defined program type is associated with the program.

Students may be assigned to state defined programs using the special programs created on this page or by using the checkboxes on the Programs and Participation page at the student level.

In the state reports, use of Programs and Participation page checkboxes take precedence over special program enrollments.

[Gen]Value

[Gen]Cat=specprog

Max 40

SSID

CumADM

CTE Course

CTE Student

Discipline

Freshman

Homeless

Kinder Asmt

LEP

OPK

Recent Arrivers

Defining Years & Terms

Years & Terms

Name of School Year

Enter name of school year.

Example: 2015-2016

[Terms]Name

Max 30

Required

Abbreviation

Enter year abbreviation.

Example: 15-16

[Terms]Abbreviation

Max 6

Required

First Day of School

Enter the earliest term beginning date for any school in the district.

Format: MM/DD/YYYY

[Terms]FirstDay

10

CumADM

Class Roster

CTE Course

CTE Student

Discipline

Freshman

Homeless

Immun Audit

IUID

LEP

Restraint-Seclusion

Staff Asgnmt

Last Day of School

Enter the latest term ending date for any school in the district.

Format: MM/DD/YYYY

[Terms]LastDay

10

CumADM

Class Roster

CTE Course

CTE Student

Discipline

Freshman

Homeless

Immun Audit

IUID

LEP

Restraint-Seclusion

Staff Asgnmt

Data Element

Description

[Table]FieldName

Length

Code set

Select the Code set type.

[CODESET]CODETYPE=EntryCode

Code

Enter the entry code.

[CODESET]Code

2

Display Value

Enter the code display value.

[CODESET]DisplayValue

Description

Enter the entry code description.

[CODESET]Description

N/A

Sort Order

Enter a sort order to determine where the code displays on the page.

[CODESET] UIDisplayOrder

N/A

Start Date

Enter a start date to activate this code.

[CODESET]EffectiveStartDate

8

End Date

Enter an end date to inactivate this code.

[CODESET]EffectiveEndDate

8

Data Element

Description

[Table]FieldName

Length

Code set

Select the Code set type.

[CODESET]CODETYPE=ExitCode

Code

Enter the exit code.

[CODESET]Code

2

Display Value

Enter the code display value.

[CODESET]DisplayValue

Description

Enter the exit code meaning.

[CODESET]Description

N/A

Sort Order

Enter a sort order to determine where the code displays on the page.

[CODESET] UIDisplayOrder

N/A

Start Date

Enter a start date to activate this code.

[CODESET]EffectiveStartDate

8

End Date

Enter an end date to inactivate this code.

[CODESET]EffectiveEndDate8

8