Student Setup

Enter Student Address Information

Addresses

Street

Type the street address to which the student’s mail should be sent.

[Students]Mailing_Street

50

Student Contact

City

Type the name of the town to which the student’s mail should be sent.

[Students]Mailing_City

50

Student Contact

State

Type the two-character abbreviation for the state to which the student’s mail should be sent.

[Students]Mailing_State

2

Student Contact

Zip

Type the zip code for the address to which the student’s mail should be sent. You can enter a five-digit zip code plus the four-digit zip code extension.

[Students]Mailing_Zip

9

Student Contact

Enter General Demographics

Demographics

Define general demographic data.

For more information, see PowerSchool Admin Help.

Name (last, first MI)

Enter the name. If the student has a 'preferred' name other than their legal name enter it here. Enter the legal name on the RI State Information page.

Use the format: LastName, FirstName MiddleName

[Students]LastFirst

[Students]Last_Name

[Students]First_Name

[Students]Middle_Name

35

20

15

20

Advanced Coursework

Discipline Report

Enrollment Census

Student Contact

Summer Withdrawal

TCS Section - Student

Address

Enter the address.

[Students]Street

[Students]City

[Students]State

[Students]Zip

60

50

2

10

Student Contact

Home Phone

Enter the home phone.

[Students]Home_Phone

30

Student Contact

DOB

Enter the date of birth.

Format: [M]M/[D]D/[YY]YY

[Students]DOB

6-10

Enrollment Census

Attendance

Ethnicity: Is the student Hispanic or Latino?

Click Yes if the student’s ethnicity is Hispanic or Latino. Click No if the student’s ethnicity is not Hispanic or Latino.

[Students]FedEthnicity

1

Enrollment Census

Race: What is the student’s race?

Select the checkbox next to each race that applies to this student. Race is reported in five separate fields, with a Y or N value in each field. If a checkbox is not selected, a Y is assigned to that field. For example, a student record with the Asian and African American race checkboxes selected will extract as Y in Asian, Y in African American, and N in the other three race fields.

[StudentRace]RaceCd

20

Enrollment Census

Scheduling/Reporting Ethnicity

[Students]Ethnicity

1

Enrollment Census

Gender

Select either female or male from the drop-down menu.

Female is stored as 'F' and Male is stored as 'M'.

[Students]Gender

1

Enrollment Census

Student Number

Enter the student number.

[Students]Student_Number

N/A

Enrollment Census

Student Contact

Summer Withdrawal

TCS Section - Student

Define Emergency/Medical Information

Emergency/Medical

Contact #1 Phone

Type the phone number to call in case of a medical emergency.

[Students]Emerg_Phone_1

30

Student Contact

Enter Rhode Island State Information

State/Province – Rhode Island

Define Rhode Island state information data.

Name (Last, First Middle, Suffix)

The name of the student displays, but cannot be changed on this page, except Suffix. - if the student prefers to be called a name other than their legal name, update the demographic page information and enter the legal information in the Legal fields.

[S_RI_STU_X]State_Suffix_Name

20

[StudentCoreFields]PSCore_Legal_Last_Name

[StudentCoreFields]PSCore_Legal_First_Name

[StudentCoreFields]PSCore_Legal_Middle_Name

[StudentCoreFields]PSCore_Legal_Suffix

[StudentCoreFields]PSCore_Legal_Gender

35

20

15

20

1

Advanced Coursework

Attendance

Discipline Report

Enrollment Census

Student Contact

Summer Withdrawal

TCS - Section - Student

Exclude from State Reports

Select 'Y (Yes)' to exclude this student from the state reporting process. The default is 'N (No)'.

[Students]Exclude_From_State_Reporting

1

All State Reports

SASID

Enter the student’s state identification code.

[Students]State_StudentNumber

10

All Student-Level State Reports

Year First Enrolled in Ninth Grade

Type the year the student enrolled in ninth grade for the first time.

[S_RI_STU_X]First_Year_Grade_9

4

Enrollment Census

IEP Status

Select the IEP status that applies to this student. Your choices are:

• N — No IEP
• Y — IEP
• S — No IEP but services provided

Leave this field blank if using IEP Census data.

[S_RI_STU_X]IEP_Status

1

Enrollment Census

Indicates if the student takes the alternate assessment as defined in the student’s IEP. Valid options are:

• Y - Yes
• N - No
• N/A - Not Applicable

Home Language

If IEP Status is set to 'Y (IEP)', you must enter the code identifying the primary language spoken in the student’s home. Leave this field blank if the primary language is English.

This field is optional if IEP Status is set to 'N' or 'S'.

Click the codes link for a list of the home language code state values.

[S_RI_STU_X]Home_Language

4

Enrollment Census

Title I Status

Select 'Y (Yes)' if this student is Title I services. The default is 'N (No)'.

[S_RI_STU_X]Title_I

1

Enrollment Census

Migrant Status

Select 'Y (Yes)' if the student meets the criteria for a migratory student:

• The student is younger than 22 years.
• The student has not graduated from high school or does not hold a high school equivalency certificate.
• The student is a migrant agricultural worker or migrant fisher or has a parent, spouse or guardian who is a migrant agricultural worker or a migrant fisher.
• The student has moved within the preceding 36 months to obtain (or seek), or to accompany (or join) a parent, spouse, or guardian, to obtain (seek) temporary or seasonal employment in qualifying agricultural or fishing work; and such employment is a principal means of livelihood; and the child has moved from one school district to another to obtain (or seek) this qualifying work.

The default is 'N (No)'.

[S_RI_STU_X]Migrant

1

Enrollment Census

Student Cell Phone

Enter the student’s cell phone, if appropriate.

[S_RI_STU_X]Cell_Phone

15

Student E-mail

Enter the student’s e-mail address.

[S_RI_STU_X]Email

60

Primary Contact Phone

Enter the student’s primary contact phone.

[S_RI_STU_X]Primary_Contact_Phone

15

Student Contact

Secondary Contact Phone

Enter the student’s secondary contact phone.

[S_RI_STU_X]Secondary_Contact_Phone

15

Student Contact

Define Student CRDC Information

State/Province – Rhode Island > Civil Rights Data Collection (CRDC) – Refer to CRDC Student Setup (2020-2021)

Enter Career and Technical Credits

State/Province – Rhode Island > CTE – Credits Earned

Tech Center

Select the appropriate Tech Center Code if the student participated at a Tech Center.

[S_RI_STU_CTECRD_X]TechCenter

5

CTE Courses Submission

CTE Post Secondary Credit Submission

CTE Programs Submission

CTE Recognized Credentials Submission

CTE Student Apprenticeship Programs Submission

CTE Student Programs Submission

CTE - Local Program Code

Select the appropriate CTE Program Code

[S_RI_STU_ CTECRD _X]ProgramCode

10

CTE Courses Submission

CTE Post Secondary Credit Submission

CTE Programs Submission

CTE Recognized Credentials Submission

CTE Student Apprenticeship Programs Submission

CTE Student Programs Submission

Recognized Credential Earned

Select the appropriate Recognized Credential Earned Code

[S_RI_STU_ CTECRD _X]CreditEarned

1

CTE Recognized Credentials Submission

Post-Secondary Credit Code

Select the appropriate Post-Secondary Credit Code if the student earned Post-Secondary Credit.

[S_RI_STU_ CTECRD_X]Post_SecondaryCredit

1

CTE Post Secondary Credit Submission

Verify Attendance Data

Attendance

For more information, see PowerSchool Help.

Attendance

Verify that attendance data is entered for the student.

[Attendance]Att_Date

10

Daily Attendance File

Define Discipline CRDC Information

Log Entries > Civil Rights Data Collection (CRDC) – Refer to CRDC Student Setup (2020-2021)

Create Discipline Log Entries

Log Entries

If the Log Type equals Discipline, enter student discipline records.

For more information, see PowerSchool Help.

Date & Time

Enter the date & time the student offense took place.

Format: [M]M/[D]D/[YY]YY

[Log]Entry_Date

[Log]Entry_Time

6-10

N/A

Discipline Report

Log Type

Select Discipline from the Log Type List.

The required state reporting criteria appears at the bottom of the page.

[Log]LogTypeID

N/A

Discipline Report

Incident Date

Type the date in MM/DD/YYYY format that the infraction occurred.

[Log]Discipline_IncidentDate

10

Discipline Report

Incident Type

Select the infraction code that identifies the reason the student was disciplined from the list provided.

[Log]Discipline_IncidentType

2

Discipline Report

Weapon Type

If the Infraction Code entered is weapon-related (required -39, also applicable - 03, 04, 10, 18, 22, 26, 27, 29, 42, 43) select the type of weapon involved in the incident.

[Log]Discipline_WeaponType

1

Discipline Report

Action Taken

Select the discipline code identifying the disciplinary action taken against this student for this infraction.

[Log]Discipline_ActionTaken

2

Discipline Report

Duration

Enter the number of days the student was disciplined, from 1 through 180.

[Log]Discipline_DurationActual

3

Discipline Report

Action Taken Detail

Enter a description of the Incident.

[Log]Discipline_IncidentTypeDetail

40

Discipline Report

Select the injury code from the following options identifying the type of injury sustained:

• (M) Minor Injury
• (N) No Injury
• (S) Serious Injury

Choosing Student Lunch Status

Lunch

Lunch Status

Choose one of the following lunch status options from the dropdown:

• Exempt Status (E)
• Free (F)
• Free-DC (FDC)
• Full Pay (P)
• Reduced (R)
• Temporary (T)
• No Status

[Students]LunchStatus

1

Student core

Enrollment Census – Core

Define Information Across All Enrollments

All Enrollments

View and edit class enrollments.

For more information, see PowerSchool Help.

Course

Information about the class of enrollment.

Format: COURSENAME (COURSENUMBER.SECTIONNUMBER)

[Courses]Course_Name

[CC]Course_Number

[Sections]SectionNumber

N/A

Class Roster

Enroll Date

Enter the enroll date.

Format: [M]M/[D]D/[YY]YY

[CC]DateEnrolled

6-10

Class Roster

TCS Section - Student

Exit Date

Enter the exit date.

Format: [M]M/[D]D/[YY]YY

[CC]DateLeft

6-10

Class Roster

TCS Section - Student

Edit Current/Previous Enrollments

Transfer Info

Note: Enrollments are created during the End-of-Year process and from:

Start Page > Special Functions > Enroll New Student

Start Page > Student Selection > Functions

Entry Date

Enter the entry date for the student's school enrollment.

Format: [M]M/[D]D/[YY]YY

Note: The date is the first day of school enrollment.

[Students]EntryDate

[Reenrollments]EntryDate

6-10

Enrollment Census

Entry Code

Select the district defined entry code for the student's school enrollment from the drop-down menu.

Note: You must choose an entry code for all school enrollments.

[Students]EntryCode

[Reenrollments]EntryCode

Max 20

N/A

Exit Date

Enter the exit date for the student's school enrollment.

Format: [M]M/[D]D/[YY]YY

Note: The date is the last day of school enrollment (for example, if the PowerSchool exit date is 5/28/2011, 5/27/2011 will extract because it is the student’s last day of enrollment).

This date is required on the End-of-Year (EOY) extract for all students and on any other extract for a student that left the school before the end of the year.

[Students]ExitDate

[Reenrollments]ExitDate

6-10

Enrollment Census

Class Roster

Exit Code

Select the exit code for the student's school enrollment from the drop-down menu.

See the Appendix for valid Exit Code options.

Note: You must choose an exit code for school enrollments where the exit date is in the past.

[Students]ExitCode

[Reenrollments]ExitCode

Max 20

Enrollment Census

Grade Level

Select the grade level for the school enrollment from the drop-down menu.

See the Appendix for valid Grade Level options.

[Students]Grade_Level

[Reenrollments]Grade_Level

2

Enrollment Census

Select the appropriate District of Residence of the student from the drop-down menu.

Districts of Residence can be updated from District Setup > Districts of Residence or by clicking the hyperlink on the Current or Previous Enrollment pages.> Districts of Residence

Enrollment Type

Select the appropriate Enrollment Type for the student.

See the Appendix for valid Enrollment Type options.

[S_RI_STU_X]Enrollment_Type

[ReEnrollments]RI_Enroll_Type

2

Enrollment Census

Tuitioned Out

Select Y (Yes) if the district is paying tuition for the student. Enter N (No) if the district is not paying tuition for the student (default).

[S_RI_STU_X]Tuition

[S_RI_REN_X]Tuition

15

Enrollment Census

Tuitioned Out School (USED if Tuitioned Out is set to ‘Y’)

If Tuitioned Out is set to Yes, enter the number identifying the school to which the district is paying tuition for the student.

[S_RI_STU_X]Tuition_School

[S_RI_REN_X]Tuition_School

5

Enrollment Census

[S_RI_STU_X]Home_School

[S_RI_REN_X]Home_School

Vocational Education Status

Select Y (Yes) if this student participates in a vocational education program. The default is N (No).

[S_RI_STU_X]Vocational_Ed_Status

[S_RI_REN_X]Vocational_Ed_Status

1

Student Core

Enrollment Census

Vocational School (USED if vocational Status is set to ‘Y’)

If Vocational Education Status is set to Yes, enter the number identifying the vocational school the student attends.

[S_RI_STU_X]Vocational_School

[S_RI_REN_X] Vocational_School

5

Enrollment Census

Grade Code

If the student’s grade level is KG (Kindergarten), you must enter the grade code to identify the type of kindergarten program in which the student is enrolled.

See the Appendix for valid Grade Code options.

[S_RI_STU_X]State_Grade_KGPK

[S_RI_REN_X]State_Grade_KGPK

2

Enrollment Census

IEP Status

Select the following IEP status that applies to this student:

• N — No IEP
• Y — IEP
• S — No IEP but services provided

This data can also be entered on the RI State Information page, which will update the current enrollment record.

Note: Leave this field blank if using IEP Census data.

[S_RI_STU_X]IEP_Status

[S_RI_REN_X] IEP_Status

1

Enrollment Census

[S_RI_STU_X] IEP_Date

Section 504 Status

Select Y (Yes) if this student is receiving Section 504 services. The default is N (No).

[S_RI_STU_X]Section_504

[S_RI_REN_X]Section_504

1

Enrollment Census

LEP Status

Select Y (Yes) if this student is receiving limited English proficiency (LEP) services. The default is N (No).

[S_RI_STU_X]LEP_Status

[S_RI_REN_X]LEP_Status

1

Enrollment Census

LEP Monitoring Status

Select the monitoring year for a student who has completed LEP services (1 or 2). Select 0 if this student is not currently monitored.

[S_RI_STU_X]LEP_Monitoring

[S_RI_REN_X]LEP_Monitoring

1

Enrollment Census

Immigrant Status

Select Y (Yes) if this student meets the immigrant criteria defined in section 3301 (6) of Title III:

• The student is aged 3 through 21
• The student was not born in any State
• The student has not attended one or more schools in any one or more States for more than three full academic years

The default is N (No).

[S_RI_STU_X]Immigrant

[S_RI_REN_X]Immigrant

1

Enrollment Census

Homeless Status

Select Y (Yes) if this student lacks a fixed, regular, and adequate nighttime residence and has a primary nighttime residence that is a supervised, publicly or privately operated shelter designed to provide temporary living accommodations. The default is N (No).

[S_RI_STU_X]Homeless

[S_RI_REN_X]Homeless

1

Enrollment Census

Set Up Student Schedule

Scheduling Setup

Enter the student’s scheduling setup parameters.

Next School Indicator

Select the school that this student will attend in the next school year.

[Students]Next_School

5

Enrollment Census