School Setup

Data Element

Additional Information

[Table]Field Name

Length

Used in these Reports

Entering Attendance Codes

Attendance Codes

Code

Enter the attendance code.

[Attendance_Code]Att_Code

N/A

PA State Audit Report

Student Calendar Fact Template

Description

Enter the attendance code description.

[Attendance_Code]Description

N/A

Required Setup

Presence Status

Select Present or Absent as the presence status.

[Attendance_Code]Presence_Status_CD

N/A

PA State Audit Report

Points

Enter the number of points associated with the attendance code – can be used to withhold credit when awarding grades.

[Attendance_Code]Course_Credit_Points

N/A

Optional Setup

Teacher can assign

Choose Yes or No from the pop-up menu to determine whether the teacher can assign the attendance code.

[Attendance_Code]Assignment_Filter_YN

N/A

Recommended Setup

Earns ADA credit

Select whether the attendance code affects attendance calculation.

[Attendance_Code]Calculate_ADA_YN

N/A

PA State Audit Report

Student Calendar Fact Template

Counts toward membership

Select whether the attendance code affects membership calculation.

[Attendance_Code]Calculate_ADM_YN

N/A

PA State Audit Report

Student Calendar Fact TemplaDef

Defining Attendance Code Categories

Attendance Code Categories > Edit/New Attendance Code Category

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

Three attendance code categories are included with PowerSchool by default (Excused, Tardy, Unexcused). Set up one additional attendance code categories to track unlawful absences a using Attendance Tracking and Notification.

Code

Enter the attendance code category abbreviation.

Example- Unlawful

[Code_Entity]CE_Code

N/A

Refresh Attendance Tracking Data

Location Fact

Location Fact Detail

Name

Enter the name of the attendance code category.

Example-Unlawful

[Code_Entity]External_Name

N/A

Refresh Attendance Tracking Data

Location Fact

Location Fact Detail

Description

Enter a description for the attendance code category.

Example- Unlawful Absences

[Code_Entity]Description

N/A

Required Setup

Sort Order

Choose the sort order from the pop-up menu to determine where the attendance code category displays on the page.

[Code_Entity]SortOrder

N/A

Required Setup

Defining Attendance Conversions

Updating Attendance Conversion

Attendance Conversions > New/Edit > Attendance Conversion

Name

Enter the attendance conversion name.

[Attendance_Conversion]Name

N/A

PA State Audit Report

Student Calendar Fact Template

Defining Period-To-Day Attendance Conversion

Attendance Conversions > (NONE)/Defined > Period-To-Day Attendance Conversion

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

Required for schools using period/meeting attendance

Defining Code-To-Day Attendance Conversion

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

Note: The value in the Input_Value field is the ID of an attendance code in the [Attendance_Code] table.

N/A

Required for schools using daily attendance

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

Required for schools using daily attendance

Defining Attendance Tracking and Notification

Defining Attendance Mode

Attendance Tracking and Notification > Attendance Mode Setup

Only one tracking mode may be defined at a time.

Attendance Mode Value

Choose the attendance mode used as the default for your school:

• (MPTD) Meeting Period to Day

• (MTTD) Meeting Time to Day

• (DCTD) Daily Code to Day

• (DTTD) Daily Time to Day

Note: If unsure of the default attendance mode at the school >Go To > School Setup > Full Time Equivalences (FTE) and make a note of the default attendance mode.

[Gen]Value=MPTD, MTTD, DCTD, or DTTD

[Gen]Name=UEAT_Mode

[Gen]Cat=Unexcused

N/A

Location Fact Template

Location Fact Detail Report

Setting Up Unexcused Absence Tracking

Attendance Tracking and Notification > Unexcused Tracking Setup

Tracking Category

The Tracking Category displays Unexcused this field is read only.

N/A

N/A

Location Fact Template

Location Fact Detail Report

Attendance Category

Choose the attendance code category used to track unexcused absences from the pop-up menu. Example Unlawful

Attendance code categories can only be used once, so the menu displays all attendance code categories set up for your school, except those already associated. A separate attendance code category should be set up for tracking unexcused absences using Attendance Tracking and Notification.

[Gen]Value

[Gen]Name=UEAT_Category

[Gen]Cat=Unexcused

N/A

Location Fact Template

Location Fact Detail Report

Status

Choose Absent as the status.

[Gen]Value2=Absent

[Gen]Name=UEAT_Category

[Gen]Cat=Unexcused

N/A

Location Fact Template

Location Fact Detail Report

Entering Full-Time Equivalencies

Full-Time Equivalencies (FTE)

Name

Enter the FTE name.

[FTE]Name

N/A

State Audit Report

PA_PDE-4014_K-12

PA_PDE-4002_K-12

PA_PDE-4002_AVTS

PA_PDE-4062_K-12

PA_PDE-4062_AVTS

PA_PDE-4062_IU

Default Attendance Mode

Choose the default attendance mode for the FTE from the pop-up menu.

[FTE]Dflt_Att_Mode_Code

N/A

Required Setup

Default Attendance Conversion

Choose the default attendance conversion for the FTE from the pop-up menu.

[FTE]Dflt_Conversion_Mode_Code

N/A

Required Setup

Setting Attendance Preferences

(Attendance) Preferences

Attendance Recording Methods

Select the checkboxes for the attendance recording methods used for this school.

[Prefs]Name=ATT_RecordModeMeeting

[Prefs]Value

[Prefs]Name=ATT_RecordModeDaily

[Prefs]Value

N/A

State Audit Report

PA_PDE-4014_K-12

PA_PDE-4002_K-12

PA_PDE-4002_AVTS

PA_PDE-4062_K-12

PA_PDE-4062_AVTS

PA_PDE-4062_IU

Count these codes for period conversion

Choose Absences or Presents from the count these codes for period conversion pop-up menu.

Note: This option determines whether to count present or absent codes for period-to-day attendance conversions.

[Prefs]Name=ATT_CalcCntPresentsAbsences

[Prefs]Value

N/A

State Audit Report

PA_PDE-4014_K-12

PA_PDE-4002_K-12

PA_PDE-4002_AVTS

PA_PDE-4062_K-12

PA_PDE-4062_AVTS

PA_PDE-4062_IU

Entering Bell Schedules

Bell Schedules > Edit/New Bell Schedule

Name

Enter the bell schedule name.

[Bell_Schedule]Name

N/A

Required Setup

Attendance Conversion Method

Choose the attendance conversion method for the bell schedule from the pop-up menu.

[Bell_Schedule]Attendance_Conversion_ID

N/A

Required Setup

Editing Bell Schedule Item

Bell Schedules > Edit Schedule > Edit Bell Schedule Item

Period

Choose the period associated with the bell schedule item from the pop-up menu.

N/A

Required Setup

Start time

Enter the start time of the bell schedule item.

N/A

Required Setup

End time

Enter the end time of the bell schedule item.

Note: Bell schedule items/period times must not overlap in the bell schedule.

N/A

Required Setup

Counts for ADA

Select the checkbox to include attendance recorded for the bell schedule item in attendance calculations.

N/A

Required Setup

Use for Daily Attendance

Select the checkbox if the bell schedule item is used to record daily attendance.

N/A

Required for daily attendance

Default Time In

If the bell schedule item is used for Daily attendance, enter the default start time of the school day.

N/A

Required for daily attendance

Default Time Out

If the bell schedule item is used for Daily attendance, enter the default end time of the school day.

N/A

Required for daily attendance

Setting Up the School Calendar

Calendar Setup

Date

The date is view-only on this page. The days included in the calendar are determined by the start date and end date of current school year.

[Calendar_Day]Date

N/A

Not Applicable

Day

Choose the appropriate cycle day from the pop-up menu.

[Calendar_Day]Cycle_Day_ID

N/A

Required Setup

Schedule

Choose the appropriate bell schedule from the pop-up menu.

[Calendar_Day]Bell_Schedule_ID

N/A

Required Setup

Tracks

Check the appropriate tracks.

[Calendar_Day]A, B, C, D, E, F

N/A

Required Setup

In Sess

Check the checkbox to count the calendar day in attendance calculation.

[Calendar_Day]InSession

N/A

Required Setup

State Audit Report

Memb Value

Enter the membership value for the calendar day to use when calculating membership.

Note: The value is normally 1 for each day.

[Calendar_Day]MembershipValue

N/A

Required Setup

Calendar Setup - Name of School Year

Assign days to membership types and schedules.

For more information, see PowerSchool Help.

[Calendar_Day]

N/A

Required Setup

Entering Sections Information

Sections

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

The Course Instructor Template extracts teacher data via the [Sections] table and custom fields in the sections table. The Staff Student Subtest Template extracts data from the [SectionsTeacher] table. Data is pulled from the Allocation, End Date, Start Date, and Teacher ID.

Course Number

Enter the course number.

[Sections]Course_Number

2

Course Instructor Template

Staff Student Course Template

Term

Choose the term for the section from the pop-up menu.

[Sections]TermID

N/A

Required Setup

Schedule

Select the meeting schedule for the section

[Sections]Expressions

[Section_Meeting]SectionID =

[Sections]ID

N/A

Required Setup

Teacher-Section Lead

Click Add and choose the primary teacher for the section from the pop-up menu.

[Sections]Teacher

20

Course Instructor Template

Teacher-Section Lead

Click add and choose the primary teacher for the section from the pop-up menu

[SectionTeacher]TeacherID

The internal identification number of the teacher in the associated SchoolStaff Record

N/A

Staff Student Course Template

% Allocation

The percentage allocation this teacher has for this section.

[SectionTeacher]Allocation

N/A

Staff Student Course Template

Start Date

The start date of the association of this teacher to this section.

[SectionTeacher]Start_Date

N/A

Staff Student Course Template

End Date

The end date of the association of this teacher to this section.

[SectionTeacher]End_Date

N/A

Staff Student Course Template

Teachers/Staff-Additional

Click Add and choose the teacher for the section from the pop-up menu

[SectionTeacher]TeacherID

The internal identification number of the teacher in the associated SchoolStaff Record

Staff Student Course Template

% Allocation

The percentage allocation this teacher has for this section.

[SectionTeacher]Allocation

N/A

Staff Student Course Template

Start Date

The start date of the association of this teacher to this section.

[SectionTeacher]Start_Date

N/A

Staff Student Course Template

End Date

The end date of the association of this teacher to this section.

[SectionTeacher]End_Date

N/A

Staff Student Course Template

Section Number

Enter the unique section number of an individual class.

[Sections]Section_Number

25

Course Instructor Template

Primary Teacher

Choose the primary teacher for this course from the menu. Use this field only if the teacher selected in the Teacher field above is not the long-term teacher.

[S_PA_SEC_X]Primary_Teacher_ID

2

Course Instructor Template

Primary Instruction Language Code

Enter the primary instruction language for this course section.

Click codes for valid values. In the new tab or window that opens with the codes, you may click the appropriate code to automatically enter that value.

[S_PA_SEC_X]Primary_Instr_Lang_Code

16

Course Instructor Template

Exclude From PIMS

Choose Yes or No from the menu to indicate if the course should be excluded from PIMS reports.

[S_PA_SEC_X]Exclude_From_Pims_TF

1

Course Template

Course Instructor Template

Course Delivery Model Code

The method used to deliver instruction to the student for this section of the Course Code

[S_PA_CRS_X]Course_Delivery_Model_Code

15

Student Course Enrollment Template

Dual Credit RECENT UPDATE

Select to indicate it is a dual credit course

[Sections.S_PA_SEC_X]DualCredit

1

All Student Dual Credit Course PassRECENT UPDATE

Select to indicate all the students in this section have passed

[Sections.S_PA_SEC_X]DualCredit_CoursePass

1

Keystone Test Date

First day of the Keystone Testing Window. Used to calculate the correct percentages on the Staff Student Course Template

[S_PA_SEC_X]KeyTestDate

Staff Student Course Template

PSSA Test Date

First day of the PSSA testing window. Used to calculate the correct percentages on the Staff Student Course Template

[S_PA_SEC_C]PSSATestDate

Staff Student Course Template

Keystone Subtest Identifier

Choose from a pop-up menu the Keystone Subtest Identifier that applies to this course

[S_PA_SEC_C]KeySubTestIdentifier

200

Staff Student Subtest Template

PSSA Subtest Identifier

Choose from the pop-up menu the PSSA Subtest Identifier that applies to this course

Note: If this is an Algebra course where 7th and 8th grade students are enrolled, it is required that you assign the Math Grade 8 (PSSAM8) subtest Identifier. The Staff Student Subtest report will automatically assign the Math Grade 7 (PSSAM7) subtest identifier for 7th grade students.

[S_PA_SEC_C]PSSASubTestIdentifier

200

Staff Student Subtest Template

Excluding Student from Staff Student Subtest Report

Sections > Edit Section > Students to Exclude from Staff Student Subtest Report (PVAAS)

Use this link to exclude students from the Staff Student Subtest report. These students should not have a student teacher relationship in the PVAAS.

Adding Additional Staff Student Instructional Relationships

Sections > Edit Section > Additional Staff Student Instructional Relationship

For further information about setting up instructional relationships, along with examples, see Adding Additional Staff - Student Instructional Relationships.

Staff

From the pop-up menu select a teacher to create a student –teacher relationship

[Users]LastFirst

Staff Student Course Template

% Allocation

The percentage of instruction for which this teacher is responsible in the course/grade/subject by individual student. The INSTRUCTIONAL RESPONSIBILITY WEIGHT will account for shared instruction of a student in a course.

[S_PA_SEC_C]Allocation

Staff Student Course Template

Student

Use the checkbox next to student’s names to create an enrollment relationship between the student and teacher.

[Students]lastfirst

Staff Student Course Template

Date Enrolled

Default enroll date for students class enrollment data

[CC]DateEnrolled

N/A

Staff Student Course Template

Date Left

Default left date for students class enrollment data

[CC]DateLeft

N/A

Staff Student Course Template

Relationship Start Date

Adjust the date if the student-teacher concurrent enrollment is different than the students Date Enrolled

[S_PA_SEC_C]StaffRelStartDate

N/A

Staff Student Course Template

Relationship End Date

Adjust 'the date if the student-teacher concurrent enrollment is different than the student's Date Left

[S_PA_SEC_C]StaffEndStartDate

N/A

Staff Student Course Template

Updating Years and Terms

Years & Terms > [New/Edit] Terms

Name of Term

Enter the name of the term

[Terms]Name

N/A

Required Setup

Abbreviation

Enter an abbreviation for the term.

[Terms]Abbreviation

N/A

Required Setup

First Day of Term

Enter the first day of the term.

[Terms]FirstDay

N/A

Required Setup

Last Day of Term

Enter the last day of the term.

[Terms]LastDay

N/A

Required Setup

Entering Title 1 Information

Pennsylvania State Information > Title 1 Information

Use this page to indicate the type of Title 1 Program (SWP OR TAS) offered by the school for the selected school year.

Select School year

Select the appropriate school year to store data for that year

[S_PA_SCH_Title1_C]YearID

District Fact-Title 1

School Wide Program (SWP

Check the box for School Wide Program (SWP ) to display the correct fields to populate for SWP

[S_PA_SCH_Title1_C]SWP

District Fact-Title 1

SWP Public School Only- Total number of students in school age 0-2 years participating in Title 1 SWP Program

Enter the value for the total number of students in school ages 0-2 years that are participating in Title 1 SWP program

[S_PA_SCH_Title1_C]PubSWP_Age02

District Fact-Title 1

SWP Public School Only- Total number of students in school age 3-5 years participating in Title 1 SWP Program

Enter the value for the total number of students in school ages 3-5 years that are participating in Title 1 SWP program

[S_PA_SCH_Title1_C]PubSWP_Age35

District Fact-Title 1

School Wide Program (SWP

Leave the box unchecked if the School is a TAS Public School Only

[S_PA_SCH_Title1_C]SWP

District Fact-Title 1

TAS Public School Only – Total number of students in school ages 0-2 years participating in Title 1 TAS Programs.

Enter the value for the total number of students in school ages 0-2 years that are participating in Title 1 TAS Program

[S_PA_SCH_Title1_C] PubTAS_Age02

District Fact-Title 1

TAS Public School Only – Total number of students in school ages 3-5 years participating in Title 1 TAS Programs.

Enter the value for the total number of students in school ages 3-5 years that are participating in Title 1 TAS Program

[S_PA_SCH_Title1_C] PubTAS_Age35

District Fact-Title 1

Defining Fire Drill Information

Location Fact - Fire Drill Data Entry > Edit/New

Field #3. Select school year

Choose the school year for the fire drill from the pop-up menu.

[S_PA_SCH_FireDrill_C]schoolyear

N/A

Location Fact - Fire Drill

Field #6. (CATEGORY 3) Month

Choose the month for the fire drill from the pop-up menu:

• JUL

• AUG

• SEP

• OCT

• NOV

• DEC

• JAN

• FEB

• MAR

• APR

• MAY

• JUN

[S_PA_SCH_FireDrill_C]Fire_Drill_Month

3

Location Fact - Fire Drill

Field #18. Was a fire drill held this month?

Indicate whether a fire drill was held during the month.

[S_PA_SCH_FireDrill_C]Fire_Drill_Indicator_YN

1

Location Fact - Fire Drill

Field #7. Indicator for reason fire drill was not held

Choose the reason the fire drill was not held from the pop-up menu.

Note: This field is required if a fire drill was not held this month (Field #18).

[S_PA_SCH_FireDrill_C]Fire_Drill_Reason

2

Location Fact - Fire Drill

Field #22. Enter Comment as to why a required drill was not conducted

Enter any additional comments as to why the fire drill was not conducted.

Note: This field is required if a fire drill was not held this month (Field #18).

[S_PA_SCH_FireDrill_C]Fire_Drill_Comment

250

Location Fact - Fire Drill

Field #20. Date on which the Fire drill was conducted

Enter the date on which the fire drill was conducted.

[S_PA_SCH_FireDrill_C]Fire_Drill_Date

Date

Location Fact - Fire Drill

Defining AED Information

Location Fact - AED Data Entry > [New] AED

School Year

Select the school year from the pop-up menu.

[S_PA_SCH_AED_C]YearID

10

Location Fact - AED Extract

Editing AED Data

Location Fact - AED Data Entry > [New/Edit] AED

AED#

The Automatic External Defibrillator (AED) number, 01 through 16.

[S_PA_SCH_AED_C]RecNo

2

Location Fact - AED Extract

Condition

Choose the condition of the AED from the pop-up menu:

Valid values:

• (NA) Not Applicable

• NEW

• GOOD

• FAIR

• POOR

[S_PA_SCH_AED_C]Condition

10

Location Fact - AED Extract

Indicator

Choose Yes or No to indicate whether or not the location has an AED.

[S_PA_SCH_AED_C]Indicator_YN

1

Location Fact - AED Extract

Service Date

Enter a single date indicating the school year during which the AED was placed in service

Note: June 30 at the end of the standard school year is used to designate a school year. Thus, the 2017-2018 school year would be indicated by 2018-06-30.

[S_PA_SCH_AED_C]Service_Date

N/A

Location Fact - AED Extract

Inspection Expires Date

Enter the date on which the current AED inspection expires. If none, report the earliest date of expiration of any of the components (batteries, pads, etc.)

[S_PA_SCH_AED_C]Inspection_Expires_Date

N/A

Location Fact - AED Extract

Placement

Enter a description of the location of the AED within the school.

[S_PA_SCH_AED_C]Placement

3000

Location Fact - AED Extract

Updating Bus Evacuation Drill Data Entry Information

Location Fact - Bus Evacuation Drill Data Entry > New/Edit Location Fact - Bus Evacuation Drill Data Entry

Off Site Location

Select the checkbox if the drill will occur at an offsite location.

If checked, the value of 9999 will be extracted for the Location Code.

[S_PA_SCH_BusDrill_C]OffSiteLocFlag_TF

1

Locacation Fact - Bus Drill

School Year

Choose in which school year the bus drill will occur.

[S_PA_SCH_BusDrill_C]YearID

11

Locacation Fact - Bus Drill

Bus Drill Type

The type of bus drill. This field is read-only.

[S_PA_SCH_BusDrill_C]DrillType

8

Locacation Fact - Bus Drill

Indicator

Choose (Y) Yes or (N) No from the pop-up menu to indicate if a drill took place.

[S_PA_SCH_BusDrill_C]DrillIndicator_YN

1

Locacation Fact - Bus Drill

Date

Enter the date for the bus drill.

[S_PA_SCH_BusDrill_C]DrillDate

N/A

Locacation Fact - Bus Drill

Comment

Enter any additional comments.

[S_PA_SCH_BusDrill_C]DrillComment

250

Locacation Fact - Bus Drill