District Setup
Contents
The following data elements are required for district setup.
On the Start Page, click the School link. The school list appears.
Choose District Office from the pop-up menu. The district start page appears.
In the left pane, click District under Setup. The District Setup page appears.
Note: For more information on codes, see the Appendix.
Additional Information | [Table] Field Name | Length | Used in these Reports |
Setting Up District AttendanceAttendance | |||
Set attendance preferences for all schools on this server. For more information, see PowerSchool Help. | [Prefs] | N/A | N/A |
Creating Calendar Membership TypesCalendar Membership Types > [Edit/New] > Calendar Membership Type | |||
Define unique school day types. For more information, see PowerSchool Help. | [Gen]Cat=dailymembtypes | N/A | N/A |
Defining District CoursesCourses > Edit Course District Information Associate courses to current school from district master list. For more information, see PowerSchool Help. | |||
Enter the course name. | [Courses]Course_Name | Max 40 | TCS Section - Course |
Enter the course number. | [Courses]Course_Number | Max 11 | TCS Section - Course |
Select Yes to exclude this course from state reporting. No is the default. | [S_RI_CRS_X]State_ExcludeFromReporting | 5 | TCS Submissions |
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:
| [S_RI_CRS_X]Course_Level | 2 | TCS Section - Course |
Select Yes if the course credit is a required for a HS diploma. No is the default. | [S_RI_CRS_X]HS_Required | 1 | TCS Section - Course |
Enter four-digit code identifying the intended grade span for which the course is appropriate. Two characters for each grade level ranging from 01-12, KG or PK, I.e., kindergarten to second grade = KG02. | [S_RI_CRS_X]GradeSpan | 4 | TCS Section - Course |
Select Yes if the course requires a student complete a technical assessment. This field applies to CTE courses and is required if a Classification of Instructional Programs (CIP) code is entered. | [S_RI_CRS_X]Tech_Assessment_Offered | 1 | TCS Section - Course |
Select the appropriate subject to indicate if ELA or Math development is provided through the course. | [S_RI_CRS_X]ELA_Math | 1 | TCS Section - Staff |
Enter the average number of minutes for the course, if the course does not meet for the same amount of time Mon-Fri. Otherwise leave this field blank and it will be calculated for each section. | [S_RI_CRS_X]Ave_Minutes | 3 | TCS Section - Section |
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:
| [S_RI_CRS_X]Service_Delivery_Model | 7 | TCS Section - Course TCS Section -Section |
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. | [S_RI_CRS_X]CTE_ProgramCode | CTE - Courses Submission CTE - Student Programs Submission | |
Select the number (0-8) that specifically identifies the order in the sequence where the course falls within the number of required courses to complete the program of study. | [S_RI_CRS_X]CTE_CourseSeq | 1 | 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. | [S_RI_CRS_X]CTE_ApprenticeShipCode | 3 | CTE - Student Apprenticeship Programs Submission |
Creating Advanced CourseworkDistrict > Courses > Edit Course District Information > Advanced Coursework | |||
Select the appropriate enrollment type for this course:
| [S_RI_CRS_DCE_X]PS_Enrolltype | 10 | Advanced Coursework |
Enter the RIDE ID for the Provider. | [S_RI_CRS_DCE_X]Instituion_ID | 4 | Advanced Coursework |
Enter the Course ID that is used by the Provider. | [S_RI_CRS_DCE_X]Instituition_CourseID | 50 | Advanced Coursework |
Enter the Course Name that is used by the Provider. | [S_RI_CRS_DCE_X]Instituition_CourseName | 100 | Advanced Coursework |
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 |
Select the appropriate term for this course:
| [S_RI_CRS_DCE_X]Course_Term | 15 | Advanced Coursework |
Check the box if this is an Advanced Network Course | [S_RI_CRS_DCE_X]Advanced_Network | 1 | Advanced Coursework |
Defining Course CRDC InformationCourses > Edit Course District Information > Civil Rights Data Collection (CRDC) – Refer to CRDC District Setup (2020-2021) | |||
Entering District InfoDistrict Information Define names and general information for the district. For more information, see PowerSchool Help. | |||
Enter the district name. | [Prefs]Name=districtname [Prefs]Value | Max 40 | NA |
Enter the two-digit district number. | [Prefs]Name=districtnumber [Prefs]Value | 2 | All Reports |
Defining District CRDC InformationDistrict Information > Civil Rights Data Collection (CRDC) – Refer to CRDC District Setup (2020-2021) | |||
Creating Entry CodesEntry Codes > [New/Edit] Entry Code Define local global membership entry codes and definitions. For more information, see PowerSchool Help. | |||
Enter the entry code. | [Gen]Cat=entrycodes [Gen]Name | 2 | N/A |
Enter the entry code meaning. | [Gen]Cat=entrycodes [Gen]Value | Max 40 | N/A |
Defining Federal Ethnicity and Race SettingsDistrict 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. | |||
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 |
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 CodesExit Codes > [New/Edit] Exit Code Define global membership exit codes and definitions. For more information, see PowerSchool Help. | |||
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 |
Enter the exit code meaning. | [Gen]Cat=exitcodes [Gen]Valuet | N/A | NA |
Defining Grade ScalesGrade Scales > Edit > Edit Grade Define the TCS Section - Student final letter grade earned 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 ReportingRhode Island State Information > Discipline Mapping for CRDC and Discipline Reports – Refer to CRDC District Setup (2020-2021) | |||
Setting Up Log Entry FieldsLog Entry Setup > Edit Log Entry Field | |||
Define the fields that appear on the log entry page. For more information, see PowerSchool Help. | [Gen]Cat=logentrycodes | N/A | Discipline |
Defining Log TypesLog 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. | |||
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 CodesScheduling/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. | |||
Enter the ethnicity code. | [Gen]Cat=ethnicity [Gen]Value | 1 | |
Enter the ethnicity description. | [Gen]Cat=ethnicity [Gen]Name | Max 50 | |
Defining District SchoolsSchools/School Info > Edit School Create and define schools. For more information, see PowerSchool Help. | |||
Enter the school name. | [Schools]School_Name | Max 60 | NA |
Enter the school abbreviation. | [Schools]Abbreviation | Max 20 | NA |
Enter the school address. | [Schools]SchoolAddress | Max 60 | NA |
Enter the school city. | [Schools]SchoolCity | Max 35 | NA |
Enter the school state/province. | [Schools]SchoolState | 2 | NA |
Enter the school postal/zip code. | [Schools]SchoolZIP | Max 10 | NA |
Enter the school phone number. | [Schools]SchoolPhone | Max 15 | NA |
The school number. | [Schools]School_Number | [Enter the length. If none, enter N/A.] | Advanced Coursework RI Census Extracts RI CTE Submission TCS Submissions |
Select the checkbox to exclude the school from state reporting. | [Schools]State_ExcludeFromReporting | N/A | All Reports |
Enter the principal’s name. | [Schools]Principal | Max 35 | NA |
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 | |
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 SchoolsSchool/School Info > Edit School > Civil Rights Data Collection (CRDC) – Refer to CRDC District Setup (2020-2021) | |||
Setting Up Career and Technical Education ProgramsSchool/School Info > Edit School > CTE Programs | |||
Select the CTE Program Type code of the program. | [S_RI_SCH_CTEPGM_C]ProgramType | 5 | CTE - Student Programs Submission |
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 |
Enter the local Name for the CTE Program | [S_RI_SCH_CTEPGM_C]ProgramName | 200 | CTE - Student Programs Submission |
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 |
The Classification of Instructional Programs code for this program. | [S_RI_SCH_CTEPGM_C]CIP | 7 | CTE - Student Programs Submission |
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 |
Check this if the program has an agreement with Higher-Ed. | [S_RI_SCH_CTEPGM_C]AgreementHighED | 1 | CTE - Student Programs Submission |
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 |
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 |
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 |
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 |
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 |
Check this if the program is not currently being offered. | [S_RI_SCH_CTEPGM_C]Inactive | 1 | RI CTE Submissions |
Mapping Final Grade Store CodesSchool/School Info > Edit School > Civil Rights Data Collection (CRDC) > Final Grade Store Codes – Refer to CRDC District Setup (2020-2021) | |||
Defining Years & TermsYears & Terms | |||
Define term names and abbreviations with term beginning and ending dates. For more information, see PowerSchool Help. | [Terms] | N/A | N/A |
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 CodesRhode 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:
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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 CodesRhode 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. | |||
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 |
Enter a description of the Classification ID. | [RI_TCS_Codes]Course | N/A | |
Defining Special ProgramsRhode Island State Information > Special Programs Use Special Programs to setup the programs your district offers required for the Enrollment Census – Program Core report. | |||
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 |
Enter the Program Code only, if the program is to be included in the Program Core report. | [S_RI_GEN_X]Program_Code | 4 | Program Core |
Enable Student Contacts for State ReportingDistrict Management > Compliance > Student Contact Adoption Status | |||
Select 'Yes' to use Student Contacts for State Reporting. Note: This is a District setting and is applied to all schools. | |||
Entering Student Contract Extract FieldsRhode 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. | |||
Use this screen to map the fields you use for primary and secondary contact information. | [prefs]contact_PC_firstname, [prefs]contact_PC_lastname, | N/A | Student Contact |
Schools/School Info - CTE Programs SetupDistrict 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. | [S_RI_SCH_CTEPGM_C]ProgramType | 5 | CTE - Courses Submission CTE - Student Programs Submission |
Enter the Local Program Code. Defaults to the Program Type. | [S_RI_SCH_CTEPGM_C]ProgramCode | 10 | CTE - Courses Submission CTE - Student Programs Submission |
Enter the Local Program name. | [S_RI_SCH_CTEPGM_C]ProgramName | 200 | 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. | [S_RI_SCH_CTEPGM_C]TechCenter | 5 | CTE - Courses Submission CTE - Student Programs Submission |
Enter the CIP Code | [S_RI_SCH_CTEPGM_C]CIP | 7 | CTE - Courses Submission CTE - Student Programs Submission |
Check if program is a post-secondary credit. | [S_RI_SCH_CTEPGM_C]PostSecondaryCredit | 1 | CTE - Courses Submission CTE - Student Programs Submission |
Check if there is an agreement with higher ed. | [S_RI_SCH_CTEPGM_C]AgreementHighED | 1 | CTE - Courses Submission CTE - Student Programs Submission |
Check if there are recognized credentials. | [S_RI_SCH_CTEPGM_C]RecognizedCredentials | 1 | CTE - Courses Submission CTE - Student Programs Submission |
Check if there is an advanced standing in a registered apprenticeship. | [S_RI_SCH_CTEPGM_C]AdvStand_Apprenticeship | 1 | CTE - Courses Submission CTE - Student Programs Submission |
Check if there is advanced standing in a training program. | [S_RI_SCH_CTEPGM_C]AdvStand_TrainingProgram | 1 | CTE - Courses Submission CTE - Student Programs Submission |
Enter the number of courses in the sequence for the program. | [S_RI_SCH_CTEPGM_C]NumCoursesInProg | 11 | CTE - Courses Submission CTE - Student Programs Submission |
Enter the number of courses in the sequence for the program when the student is a concentrator. | [S_RI_SCH_CTEPGM_C]ConcentratorSequence | 11 | CTE - Courses Submission CTE - Student Programs Submission |
Check if program is inactive. | [S_RI_SCH_CTEPGM_C]Inactive | 1 | CTE - Courses Submission CTE - Student Programs Submission |