District Setup

Setting Up District Attendance

Attendance

Attendance

Set attendance preferences for all schools on this server. For more information, see PowerSchool Help.

[Prefs]

N/A

N/A

Creating Calendar Membership Types

Calendar Membership Types > [Edit/New] > Calendar Membership Type

Calendar Membership Types

Define unique school day types. For more information, see PowerSchool Help.

[Gen]Cat=dailymembtypes

N/A

N/A

Defining District Courses

Courses > Edit Course District Information

Associate courses to current school from district master list. For more information, see PowerSchool Help.

Course Name

Enter the course name.

[Courses]Course_Name

Max 40

TCS Section - Course

Course Number

Enter the course number.

[Courses]Course_Number

Max 11

TCS Section - Course

Exclude from State Reports

Select Yes to exclude this course from state reporting. No is the default.

[S_RI_CRS_X]State_ExcludeFromReporting

5

TCS Submissions

RI Course Classification ID

Select the classification ID assigned to the course. You must assign a course classification ID to each course to be included in the report.

[S_RI_CRS_X]Classification_Id

5

TCS Section - Course

Select the Course-Level of the course.

Select one of the following values:

• Basic or Remedial - BR
• Enriched or Advanced - EA
• General or Regular - GR
• Honors - H
• No Specified Level - X

Preschool - Service Delivery Model

Select the Preschool - Service Delivery Model if this course is to be reported to TCS as a preschool course (RI Course Classification ID = 23002).

Select one of the following values:

• SpEDInt - Public School SpEd Integrated
• SpEDSC - Public School SpEd Self-Contained
• IECSE - Spring Session
• SLP – Speech Language Pathologist
• PSES - Private SpEd School

[S_RI_CRS_X]Service_Delivery_Model

7

TCS Section - Course

TCS Section -Section

Preschool - Private Special Education School

Select the Preschool - Private Special Education School if this course is to be reported to TCS as a preschool course at a - Private Special Education School (RI Course Classification ID = 23002).

See the Appendix for a full list of the schools and their codes.

[S_RI_CRS_X]Private_SpecialEd_School

5

TCS Section - Course

TCS Section -Section

Select the CTE Program, if applicable, to be associated with the course.

See the Appendix for a full list of the CTE Program Codes. Only CTE Program codes set up for the specific school will display on the list.

CTE - Courses Submission

CTE - Student Programs Submission

CTE - Courses Submission

CTE - Programs Submission

Select the appropriate CTE - Apprenticeship Code to be associated with the course.

See the Appendix for a full list of the CTE Apprenticeship codes.

Creating Advanced Coursework

District > Courses > Edit Course District Information > Advanced Coursework

Course Enrollment Type at Post-Secondary Institution or Approved Program Provider

Select the appropriate enrollment type for this course:

• Dual
• Concurrent
• Other

[S_RI_CRS_DCE_X]PS_Enrolltype

10

Advanced Coursework

Provider ID

Enter the RIDE ID for the Provider.

[S_RI_CRS_DCE_X]Instituion_ID

4

Advanced Coursework

Provider Course ID

Enter the Course ID that is used by the Provider.

[S_RI_CRS_DCE_X]Instituition_CourseID

50

Advanced Coursework

Provider Course Name

Enter the Course Name that is used by the Provider.

[S_RI_CRS_DCE_X]Instituition_CourseName

100

Advanced Coursework

Provider Course Credits Available

Enter the number of post-secondary credits that is available to a student who completes the course.

[S_RI_CRS_DCE_X]Instituition_CourseCredits

4

Advanced Coursework

Term the Course is Offered

Select the appropriate term for this course:

• Fall Session - FALL     
• Winter Session - WINTER        
• Spring Session - SPRING
• Year Long Course - YEARLONG
• Term in between 2 Sessions - INTERSESSION
• Other Term - Not Included Above - OTHER

[S_RI_CRS_DCE_X]Course_Term

15

Advanced Coursework

Advanced Network Course

Check the box if this is an Advanced Network Course

[S_RI_CRS_DCE_X]Advanced_Network

1

Advanced Coursework

Defining Course CRDC Information

Courses > Edit Course District Information > Civil Rights Data Collection (CRDC) – Refer to CRDC District Setup (2020-2021)

Entering District Info

District Information

Define names and general information for the district. For more information, see PowerSchool Help.

Name of District

Enter the district name.

[Prefs]Name=districtname

[Prefs]Value

Max 40

NA

District Number

Enter the two-digit district number.

[Prefs]Name=districtnumber

[Prefs]Value

2

All Reports

Defining District CRDC Information

District Information > Civil Rights Data Collection (CRDC) – Refer to CRDC District Setup (2020-2021)

Creating Entry Codes

Entry Codes > [New/Edit] Entry Code

Define local global membership entry codes and definitions.

For more information, see PowerSchool Help.

Code

Enter the entry code.

[Gen]Cat=entrycodes

[Gen]Name

2

N/A

Meaning

Enter the entry code meaning.

[Gen]Cat=entrycodes

[Gen]Value

Max 40

N/A

Defining Federal Ethnicity and Race Settings

District Information > Federal Ethnicity and Race Settings

Please reference the “RI District Setup of Federal Ethnicity and Race Settings” article for information on how to set up Federal Ethnicity and Race functionality per Rhode Island state requirements.

You can download this document from the PowerSource Web site (Home > Support > Knowledgebase > Rhode Island > Solutions & Resources).

Define federal ethnicity and race settings. Use these settings to define the sequence in which the federal race categories and race codes appear on the Demographics page, Student Selection > General Demographics.

For more information, see PowerSchool Help.

Federal Race Categories

In the Sort box, type the order in which you want the federal race code check boxes to display on the Demographics page.

Note: Refer to PowerSchool Knowledge Base (KB) article 57914, which explains how to set up the Federal Ethnicity and Race Settings.

N/A

1

Enrollment Census

District Race Codes

In the Sort box, type the order in which you want the federal race code check boxes to display on the Demographics page.

N/A

1

Enrollment Census

Creating Exit Codes

Exit Codes > [New/Edit] Exit Code

Define global membership exit codes and definitions.

For more information, see PowerSchool Help.

Code

Enter the exit code.

See the Appendix for a full list of the valid State Exit Type Codes and definitions.

[Gen]Cat=exitcodes

[Gen]Name

2

Enrollment Census

Summer Withdrawal

Meaning

Enter the exit code meaning.

[Gen]Cat=exitcodes

[Gen]Valuet

N/A

NA

Defining Grade Scales

Grade Scales > Edit > Edit Grade

Define the TCS Section - Student final letter grade earned equivalent.

TCS Grade Equivalent

Specify the TCS Grade Equivalent for the grade. This will be the grade that is submitted for the TCS Section - Student and Dual and Concurrent Enrollment Submissions.

[S_RI_GSI_X]TCS_GRADE_EARNED

3

TCS Section - Student

Defining CRDC Information for State Reporting

Rhode Island State Information > Discipline Mapping for CRDC and Discipline Reports – Refer to CRDC District Setup (2020-2021)

Setting Up Log Entry Fields

Log Entry Setup > Edit Log Entry Field

Log Entry Fields

Define the fields that appear on the log entry page.

For more information, see PowerSchool Help.

[Gen]Cat=logentrycodes

N/A

Discipline

Defining Log Types

Log Types > Edit Log Type

Define log entry codes and edit subtypes.

To report discipline incidents, you must define a Discipline log type.

For more information, see PowerSchool Help.

Log Type

Enter a log type of Discipline.

Note: You must create a Discipline Log Type record to add a discipline incident to a student’s record using the Student Log Entry option. The Discipline Log Type is used to retrieve the discipline fields required by the State of Rhode Island.

[Gen]Cat=logtype

[Gen]Name

Max 20

Discipline

Creating Scheduling/Reporting Ethnicity Codes

Scheduling/Reporting Ethnicity Codes > [New/Edit] Ethnicity Code

Important Note: The legacy (outdated) ethnicity field used in scheduling and preconfigured system reports is labeled as Scheduling/Reporting Ethnicity for students and Reporting Ethnicity for staff.

Please continue to use this field for the purpose of generating preconfigured (not state-specific) system reports and use with the Scheduler, as these will continue to use the Scheduling/Reporting Ethnicity field.

Define Scheduling/Reporting Ethnicity codes.  Scheduling/Reporting Ethnicity Codes are used only for PowerSchool Core reporting purposes. 

For more information, see PowerSchool Help.

Code

Enter the ethnicity code.

[Gen]Cat=ethnicity

[Gen]Value

1

Description

Enter the ethnicity description.

[Gen]Cat=ethnicity

[Gen]Name

Max 50

Defining District Schools

Schools/School Info > Edit School

Create and define schools.

For more information, see PowerSchool Help.

School Name

Enter the school name.

[Schools]School_Name

Max 60

NA

School Abbreviation

Enter the school abbreviation.

[Schools]Abbreviation

Max 20

NA

School Address

Enter the school address.

[Schools]SchoolAddress

Max 60

NA

School City

Enter the school city.

[Schools]SchoolCity

Max 35

NA

School State/Province

Enter the school state/province.

[Schools]SchoolState

2

NA

School Postal/Zip Code

Enter the school postal/zip code.

[Schools]SchoolZIP

Max 10

NA

School Phone Number

Enter the school phone number.

[Schools]SchoolPhone

Max 15

NA

School Number

The school number.

[Schools]School_Number

[Enter the length. If none, enter N/A.]

Advanced Coursework

RI Census Extracts

RI CTE Submission

TCS Submissions

Exclude From State Reporting?

Select the checkbox to exclude the school from state reporting.

[Schools]State_ExcludeFromReporting

N/A

All Reports

Principal’s Name

Enter the principal’s name.

[Schools]Principal

Max 35

NA

Grades

Enter the school grades (lowest - highest).

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

[Schools]Low_Grade

[Schools]High_Grade

N/A

RIDE ID

Enter the five-digit RIDE ID for the school that the student attends.

For a list of valid RIDE IDs, refer to the State Data Dictionary on the Rhode Island Department of Elementary and Secondary Education Information Services Web site.

[S_RI_SCH_X]Ride_ID

5

Advanced Coursework

RI Census Extracts

RI CTE Submission

TCS Submissions

Defining CRDC Information for Schools

School/School Info > Edit School > Civil Rights Data Collection (CRDC) – Refer to CRDC District Setup (2020-2021)

Setting Up Career and Technical Education Programs

School/School Info > Edit School > CTE Programs

Program Type

Select the CTE Program Type code of the program.

[S_RI_SCH_CTEPGM_C]ProgramType

5

CTE - Student Programs Submission

Program Code

Enter the local Code for the CTE Program. Defaults to the Program Type code.

[S_RI_SCH_CTEPGM_C]ProgramCode

10

CTE - Courses Submission

CTE - Programs Submission

CTE Recognized Credentials Submission

CTE - Student Apprenticeship Programs Submission

 CTE - Student Programs Submission

Program Name

Enter the local Name for the CTE Program

[S_RI_SCH_CTEPGM_C]ProgramName

200

CTE - Student Programs Submission

Tech Center

If the program takes place at a technical center, select the Technical Center where the program takes place.

[S_RI_SCH_CTEPGM_C]TechCenter

5

CTE - Student Programs Submission

CIP Code

The Classification of Instructional Programs code for this program.

[S_RI_SCH_CTEPGM_C]CIP

7

CTE - Student Programs Submission

Post-Secondary Credit

Check this if the program offers the opportunity for students to earn-post secondary credit.

[S_RI_SCH_CTEPGM_C]PostSecondaryCredit

1

CTE - Student Programs Submission

Agreement with Higher Ed

Check this if the program has an agreement with Higher-Ed.

[S_RI_SCH_CTEPGM_C]AgreementHighED

1

CTE - Student Programs Submission

Recognized Credentials

Check this if the program offers the opportunity for students to receive recognized Credentials

[S_RI_SCH_CTEPGM_C]RecognizedCredentials

1

CTE Recognized Credentials Earned

CTE - Student Programs Submission

Advanced Standing in a Registered Apprenticeship

Check this if the program offers the opportunity for students to earn advanced standing in Rhode Island registered apprenticeship program.

[S_RI_SCH_CTEPGM_C]AdvStand_Apprenticeship

1

CTE - Student Programs Submission

Advanced Standing in Training Program

Check this if the program offers the opportunity for students to earn advanced standing in a training program.

[S_RI_SCH_CTEPGM_C]AdvStand_TrainingProgram

1

CTE - Student Programs Submission

Number of Courses in Sequence for Program

Select the specific number of courses required for the students to complete the program of study.

[S_RI_SCH_CTEPGM_C]NumCoursesInProg

1

CTE - Student Programs Submission

Number of Courses in Sequence When Student is a Concentrator

Within the sequence of courses for this program, select the number of courses when the student is a concentrator.

[S_RI_SCH_CTEPGM_C]ConcentratorSequence

1

CTE - Student Programs Submission

Inactive Program

Check this if the program is not currently being offered.

[S_RI_SCH_CTEPGM_C]Inactive

1

RI CTE Submissions

Mapping Final Grade Store Codes

School/School Info > Edit School > Civil Rights Data Collection (CRDC) > Final Grade Store Codes – Refer to CRDC District Setup (2020-2021)

Defining Years & Terms

Years & Terms

Years & Terms

Define term names and abbreviations with term beginning and ending dates.

For more information, see PowerSchool Help.

[Terms]

N/A

N/A

Store code for TCS Section – Student Grade Reported **

Specify the PowerSchool final Grade Code to report as the final letter grade earned for the TCS Section – Student submission.

Final Grades are defined from School > Final Grade/Reporting Term Setup.

[S_RI_TRM_X]TCS_StoreCode

2

TCS Section - Student

Entering Rhode Island State Information

Setting Up TCS Codes

Rhode Island State Information > TCS Codes Setup

Before generating the Teacher Course Student (TCS) Snapshot File, you need to identify the courses in your district that you want to include in the file. To include a course in the TCS Snapshot, you can:

• Click to select the Included check box that corresponds to each course.
• Click the Check All button to include all courses in the TCS Snapshot.

Included

Click to select the check box to include this course in the TCS Snapshot File.

[prefs]RI_TCS_Included_Codes

[prefs]RI_TCS_Included_Codes2

1

TCS Submissions

Adding Course Classification Codes

Rhode Island State Information > Additional Course Classification Codes

Use the Additional Course Classification Codes option to define the course classification codes assigned to each course you want to include on the TCS Submissions.

Code

Enter a classification ID to be assigned to a course. You must assign a course classification ID to each course you want to include on the TCS Submissions.

[RI_TCS_Codes]Code

5

TCS Submissions

Course Description

Enter a description of the Classification ID.

[RI_TCS_Codes]Course

N/A

Defining Special Programs

Rhode Island State Information > Special Programs

Use Special Programs to setup the programs your district offers required for the Enrollment Census – Program Core report.

Program name

Enter a name for the program. The name of the report must contain the 4-digit Item Value for the program as defined by RIDE. To get a list of the programs, please go to the following website:  https://www.eride.ri.gov/doc/enrollCensus08.asp 

Special Programs

N/A

Program Core

Entering Student Contract Extract Fields

Rhode Island State Information > Student Contact Extract Fields

Use Student Contact Extract Fields to setup the fields you use to track information on students primary and secondary contacts.

Primary or Secondary Contact Information

Use this screen to map the fields you use for primary and secondary contact information.

[prefs]contact_PC_firstname, [prefs]contact_PC_lastname,
[prefs]contact_PC_relationship, [prefs]contact_PC_email,
[prefs]contact_PC_hphone, [prefs]contact_PC_cphone,
[prefs]contact_PC_wphone, [prefs]contact_PC_lang,
[prefs]contact_PC_addLine1, [prefs]contact_PC_addLine2,
[prefs]contact_PC_city, [prefs]contact_PC_state
[prefs]contact_PC_zip, [prefs]contact_PC_zip4
[prefs]contact_SC_firstname, [prefs]contact_SC_lastname
[prefs]contact_SC_relationship, [prefs]contact_SC_email
[prefs]contact_SC_hphone, [prefs]contact_SC_cphone
[prefs]contact_SC_wphone, [prefs]contact_SC_lang
[prefs]contact_SC_addLine1, [prefs]contact_SC_addLine2
[prefs]contact_SC_city, [prefs]contact_SC_state
[prefs]contact_SC_zip, [prefs]contact_SC_zip4
[prefs]contact_PC_firstname_format, [prefs]contact_PC_lastname_format,
[prefs]contact_SC_firstname_format, [prefs]contact_SC_lastname_format

N/A

Student Contact

Schools/School Info - CTE Programs Setup

District Setup > Schools/School Info > [School Selection] > CTE Programs

Select the CTE Program Type from the list.

See the Appendix for a full list of the CTE Program Codes.

CTE - Courses Submission

CTE - Student Programs Submission

CTE - Courses Submission

CTE - Student Programs Submission

CTE - Courses Submission

CTE - Student Programs Submission

Select the Tech Center from the list.

See the Appendix for a full list of the Tech Center Codes.

CTE - Courses Submission

CTE - Student Programs Submission

CTE - Courses Submission

CTE - Student Programs Submission

CTE - Courses Submission

CTE - Student Programs Submission

CTE - Courses Submission

CTE - Student Programs Submission

CTE - Courses Submission

CTE - Student Programs Submission

CTE - Courses Submission

CTE - Student Programs Submission

CTE - Courses Submission

CTE - Student Programs Submission

CTE - Courses Submission

CTE - Student Programs Submission

CTE - Courses Submission

CTE - Student Programs Submission

CTE - Courses Submission

CTE - Student Programs Submission