Student Setup
Introduction
The following data elements are required for state reporting.
To perform student-specific tasks:
- To add a new student, on the Start Page, in the left panel, click Enroll New Student. The Enroll New Student page appears.
OR
- To open an existing student record, on the Start Page search for the student. If the search results show multiple students, under Current Student Selection, click the student's name. The last accessed student page opens for the student selected.
Note: The following information describes the setup required for State Reporting. For information about general student setup, see Help > System Help.
Data Element | Additional Information | [Table]FieldName | Length | Used in these Reports |
|---|---|---|---|---|
Entering General DemographicsDemographics | ||||
Name (Last, First Midde) | Enter the student’s name. Format: LastName, FirstName MiddleName | [Students]LastFirst [Students]Last_Name [Students]First_Name [Students]Middle_Name | 40 50 50 30 | 040 – Student Roster of Graduates XAP Student Transcript Export Club Membership Export Student Classification Ed-Fi: Student |
Suffix | An appendage, if any, used to denote an individual's generation in his family; required if applicable. Field Name Suffix, for Generational Code Suffix (Roman Numerals 1-5; Jr and Sr). These values are hardcoded so that when the field values are entered or updated, the data updates on all the pages. | [S_Contacts_S]Suffix | 3 | 040 – Student |
| Legal Name (Last, First Midde | If legal name is enabled, the legal last, first, and middle name fields appear along with the suffix field. Enter the student’s legal name. Format: LastName, FirstName MiddleName If the name and legal name are same, the user can click the Copy button next to the field. This legal last, first, and middle names along with the suffix will be populated with values from the name field. The user can change the legal names and suffix if required. Note: The same behavior is implemented in the Enroll New student page. | [StudentCoreFields] Pscore_Legal_Last_Name [StudentCoreFields] Pscore_Legal_First_Name [StudentCoreFields] Pscore_Legal_Middle_Name | 040 – Student Roster of Graduates XAP Student Transcript Export Club Membership Export Student Classification | |
| Suffix | The suffix associated with the legal name. | 3 | 040 – Student | |
Home Address | Enter the student’s home address. | [Students]Street [Students]City [Students]State [Students]Zip | 60 50 2 10 | Ed-Fi: Student XAP Student Transcript |
Mailing Address | If applicable, enter the student’s mailing address. | [Students]MailingStreet [Students]MailingCity [Students]MailingState [Students]MailingZip | 60 50 2 10 | Ed-Fi: Student |
Home Phone | Enter the student’s home phone number. | [Students]Home_Phone | 20 | Ed-Fi: Student XAP Student Transcript |
DOB | Enter the student’s date of birth. | [Students]DOB | 8 | 040 – Student XAP Student Transcript Ed-Fi: |
Federal Ethnicity and Race: Ethnicity | Choose Yes or No to indicate if the student is Hispanic or Latino. If you set up the option to allow the student to decline to specify ethnicity (District level setting), then select this value, if appropriate. Valid Values:
| [Students]Fedethnicity | N/A | Not Required Ed-Fi: |
Federal Ethnicity and Race: Race | Select the checkbox for the appropriate federal race category. If you set up the option to allow the student to decline to specify race, then select this value, if appropriate. | [StudentRace]Racecd [Students]Fedracedecline | N/A | Not Required Ed-Fi: |
Scheduling/Reporting Ethnicity | Choose the student’s ethnicity, to be used in PowerSchool reports. | [Students]Ethnicity | 1 | 040 – Student Preliminary School Report End of Month Membership Annual Dropout Suspension, Expulsion & Remands Report of 12th Graders SPED Report of 12th Graders XAP Student Transcript Net Enrollment Ed-Fi: |
Gender | Choose either female or male from the pop-up menu. Valid values:
| [Students]Gender | 1 | 040 – Student Preliminary School Report End of Month Membership Director’s Monthly/ Annual Annual Dropout Suspension, Expulsion & Remands Report of 12th Graders SPED Report of 12th Graders Net Enrollment XAP Student Transcript Ed-Fi: |
SSN | Enter the student’s social security number. | [Students]SSN | 9 | All Student Extracts Ed-Fi: |
Student Number | Enter the locally assigned student number. | [Students]Student_Number | 9 | Required Setup XAP Student Transcript Ed-Fi: |
Defining Parent/Guardian InformationParents/Guardian | ||||
Mother’s Name | Enter the mother’s name. Format: LastName, FirstName MiddleName | [Students]Mother | 60 | XAP Student Transcript Ed-Fi: |
Father’s Name | Enter the father’s name. Format: LastName, FirstName MiddleName | [Students]Father | 60 | XAP Student Transcript Ed-Fi: |
Guardian’s Name | Enter the guardian’s name. | [Students]Guardian_Ln [Students]Guardian_Fn [Students]Guardian_Mn | N/A N/A N/A | XAP Student Transcript Ed-Fi: |
Entering Student Contact InformationTN Contacts The TN Contacts page is used to associate a student with a contact. TN Contacts are used to collect and report Responsible Party information to Ed-Fi in the Parent and StudentParentAssociation interchanges. TN Contacts are managed using the TN Contacts tab on the Start Page, and associated with students from either the TN Contacts > Edit Contact screen or the Contacts Student screen. Click Add Contact Relationship to associate a student with a contact. | ||||
Contact | Enter the name of the contact to be associated with a student. The contact name associated with the student is displayed, but the value stored in the field is the contact’s ID. | [S_Contact_Relationship_C]S_Contacts_SID | 11 | Ed-Fi: |
Relationship | Enter the contact’s relationship to the student. | [S_Contact_Relationship_C]Relationship | 100 | Ed-Fi: |
Primary Contact | Indicates whether the associated contact is the primary contact for the student. | [S_Contact_Relationship_C]Primary_Contact | 1 | Ed-Fi: |
Entering Tennessee State InformationState/Province – Tennessee | ||||
State Student Number | Enter the state assigned student ID. | [Students]State_StudentNumber | 9 | All Student Extracts |
Transitional Grade | Check transitional grade if the student should be reported as having a transitional grade level. If this checkbox is selected, then the student’s school enrollment grade level is extracted with a “T”, such as T5. | [S_TN_STU_X]TransitionalGrade [S_TN_REN_X]TransitionalGrade | 1 | 043 –Student Instructional Grade 080 – Student Final Grade Preliminary School Report |
This Student’s Standard Day | Enter the number of minutes the student is in school for a regular school day. | [S_TN_STU_X]StudentStandardDay | 3 | Vocational Monthly and Annual Vocational Monthly and Annual Vocational Monthly and Annual FTE ADA/ADM Audit Director's Monthly/Annual Membership/Attendance Director's Monthly/Annual Membership/Attendance Audit 047 – Student Standard Day |
Student PIN (Current) | Enter the student PIN. This number is a unique identifier provided by the school if the social security number is not provided. See Report SSN in District Setup for more detail. | [S_TN_STU_X]StudentPIN | 9 | All Student Extracts |
Exclude from State Reporting | Select the checkbox to exclude the student from Tennessee extracts. | [Students]State_ExcludeFromReporting | 1 | Preliminary School Report Vocational Monthly FTEADM Vocational Monthly FTEADA Vocational Annual FTEADM Suspension, Expulsion & Remands |
Student Federal Race and Ethnicity – Custom Field for EasyIEP | Custom field for EasyIEP reporting. The ethnicity and race of a student selected on the Demographics page is captured in this field in a comma separated list. A trigger exists on the Demographics page that updates the this custom field. This field is read-only. If additional assistance is required in setting up autosend to report data to EasyIEP, contact PCG. Note: The state province page must be submitted one time after updating to the 7.9 release to create the TN_FRE custom field. The Tennessee Refresh Federal Race and Ethnicity Data report is also available to update this data. You can run or schedule the report to update data in this field. | [S_TN_STU_X]FRE | Autosend export to EasyIEP | |
Inst Service Period Type of Service | Choose the type of service for this school enrollment from the pop-up menu. Valid values:
Note: This value can also be entered for an individual school enrollment on the Transfer Info (Edit Current/Previous Enrollment) page. A different value may be entered for each school enrollment. The value reflected on the Tennessee Student Information page is the same as the value for the current school enrollment. A value of S is always reported for concurrent enrollments. | [S_TN_STU_X]ISPToS [S_TN_REN_X]ISPToS | 1 | 041 – Student Enrollment |
English Language Background | Choose the student’s English language background for this school enrollment from the pop-up menu. Valid values:
Note: This value can be entered for each individual school enrollment on the Transfer Info (Edit Current/Previous Enrollment) page. The value reflected on the Tennessee Student Information page is same as the value for the current school enrollment. | [S_TN_STU_X]ELB [S_TN_REN_X]ELB | 1 | 041 – Student Enrollment |
Native Language | Native language uses smart search functionality. Type either the three-digit code or the student’s native language to select the native language from the list of options provided. Note: If English Language Background is 'E', then Native Language must be ENG. If English Language Background is not 'E', then Native Language must not be ENG. | [S_TN_STU_X]NativeLanguage | 3 | 040 – Student |
Immigrant Student | Choose Yes or No from the pop-up menu to indicate whether this student is an immigrant. | [S_TN_STU_X]ImmigrantStudent | 1 | 040 – Student |
Date First Enrolled in a US School | Enter the date that the student first enrolled in a school in the US. Note: This field only applies to immigrant students. | [S_TN_STU_X]DateFirstEnrolledInUSSchool | 10 | 040 – Student |
Course of Study | Choose the student’s course of study for this enrollment from the pop-up menu. Valid values:
Note: This value can also be entered for an individual school enrollment on the Transfer Info (Edit Current/Previous Enrollment) page. A different value may be entered for each school enrollment. The value reflected on the Tennessee Student Information page is same as the value for the current school enrollment. | [S_TN_STU_X]CourseOfStudy [S_TN_REN_X]CourseOfStudy | 1 | 041 – Student Enrollment |
Homeless Primary Night Time Residence | Choose the student’s applicable homeless status. Valid values:
| [S_TN_STU_X]HomelessPrimaryNightTimeRes [S_TN_REN_X]HomelessPrimaryNightTimeRes | 2 | 041 – Student Enrollment |
Homeless Served by McKinney - Vento | Choose the student’s applicable homeless served status. Valid values:
| [S_TN_STU_X]HomelessServedByMcKinney [S_TN_REN_X]HomelessServedByMcKinney | 1 | 041 – Student Enrollment |
Homeless Unaccompanied Youth | Choose the student’s applicable homeless unaccompanied status. Valid values:
| [S_TN_STU_X]HomelessUnaccompaniedYouth [S_TN_REN_X]HomelessUnaccompaniedYouth | 1 | 041 – Student Enrollment |
| Immunization Record on File | Select to indicate that immunizations are specified for the student. Note: The same value is stored as part of the student's enrollment information. | [S_TN_STU_X]Immunization_Record_on_File | 1 | 041 – Student Enrollment The EIS 041 extract pulls the data from these fields if the district selection is set to Student Pages. Else the extract pulls from the Health module. |
| Waivers | Medical (M) - Select to indicate student is medically waived. Religious (R) - Select to indicate student is religiously waived. Note: The same value is stored as part of the student's enrollment information. | [S_TN_STU_X]Waivers_Medical [S_TN_STU_X]Waivers_Religious | 1 | |
Funding Ineligibility Status | Choose the student’s funding ineligibility status from the pop-up menu. Valid values:
| [S_TN_STU_X]FundIneligStatus | 1 | 042 – Student Ineligibility Funding Director’s Monthly/ Annual Transportation ADT |
Funding Ineligibility Begin Date | Enter the student’s funding ineligibility begin date. | [S_TN_STU_X]FundIneligBeginDate | 10 | 042 – Student Ineligibility Funding |
Funding Ineligibility End Date | Enter the student’s funding ineligibility end date. | [S_TN_STU_X]FundIneligEndDate | 10 | 042 – Student Ineligibility Funding |
Year Entered Ninth Grade | Enter the year that the student enrolled in the ninth grade. | [S_TN_STU_X]YearEnteredNinthGrade | 4 | 040 – Student |
Document Type | Choose a document type from the pop-up menu. Valid values:
| [S_TN_STU_X]Completion | 1 | 051 – Student End of Service Promotions & Retentions Roster of Graduates Report of 12th Graders SPED Report of 12th Graders XAP Student Transcript |
Graduation Period | Choose a graduation period from the pop-up menu. Valid values:
| [S_TN_STU_X]GraduationPeriod | 1 | 051 – Student End of Service Report of 12th Graders SPED Report of 12th Graders |
Completion Documentation Date | Enter the date that documentation was completed for the student’s graduation. Note: This field is required for end-of-year processing. | [S_TN_STU_X]CompletionDate | 10 | 051 – Student End of Service Roster of Graduates |
End of Service Action Taken | Choose an end of service action from the pop-up menu. Valid values:
Note: This field is required for end-of-year processing. | [S_TN_STU_X]EndOfServiceAction | 1 | 051 – Student End of Service Promotions & Retentions |
First Name (Previous) | Enter the student’s previous first name, if applicable. | [S_TN_STU_X]PrevFirstName | 25 | 040 – Student |
Middle Name (Previous) | Enter the student’s previous middle name, if applicable. | [S_TN_STU_X]PrevMiddleName | 25 | 040 – Student |
Last Name (Previous) | Enter the student’s previous last name, if applicable. | [S_TN_STU_X]PrevLastName | 35 | 040 – Student |
Social Security Number (Previous) | Enter the student’s previous social security number. | [S_TN_STU_X]PrevSSN | 9 | 040 – Student |
Student PIN (Previous) | Enter the student’s previous student PIN. | [S_TN_STU_X]PrevStudentID | 9 | 040 – Student |
Mother’s Maiden Name | Enter the maiden name of the student’s mother. | [S_TN_STU_X]MothersMaidenName | 25 | 040 – Student |
Student’s City of Birth | Enter the student’s city of birth. | [S_TN_STU_X]CityOfBirth | 30 | 040 – Student |
Birth Country | Choose the student’s birth country from the pop-up menu. | [S_TN_STU_X]CountryBirthCode | 2 | 040 – Student |
Birth State/Province | Choose the student’s birth state or province from the pop-up menu, if available for their country of birth. | [S_TN_STU_X]StateBirthCode | 2 | 040 – Student |
Birth County | Choose the student’s birth county from the pop-up menu, if available for their city of birth. | [S_TN_STU_X]CountyBirthCode | 3 | 040 – Student |
Defining Non-Lunch ClassificationsState/Province – Tennessee > Click HERE to Create/Edit this student’s non-lunch related classification > Edit/New | ||||
Classification Type | Choose the classification type for this student from the pop-up menu. | [S_TN_STU_StuClassification_C]ClassificationType | 1 | 044 – Student Classification Preliminary School Report Export Student Classification |
Classification Begin Date | Enter the date that classification began for the student. | [S_TN_STU_StuClassification_C]BeginDate | 8 | 044 – Student Classification Preliminary School Report Export Student Classification |
Classification End Date | Enter the date that the classification no longer applies to the student. Note: Do not enter the last day of the school year when setting up classifications. This value can be left blank if the classification remains active throughout the school year. | [S_TN_STU_StuClassification_C]EndDate | 8 | 044 – Student Classification Preliminary School Report Export Student Classification |
School | Choose the school associated with this classification from the pop-up menu. | [S_TN_STU_StuClassification_C]SchoolID | 4 | 044 – Student Classification Preliminary School Report Export Student Classification |
Defining Lunch ClassificationsState/Province – Tennessee > Click HERE to Create/Edit this student’s lunch related classification > Edit/New | ||||
Classification Type | Choose the classification type for this student from the pop-up menu. | [S_TN_STU_LunchClassification_C] ClassificationType | 1 | 044 – Student Classification Preliminary School Report Export Student Classification |
Classification Begin Date | Enter the date that classification began for the student. | [S_TN_STU_LunchClassification_C]BeginDate | 8 | 044 – Student Classification Preliminary School Report Export Student Classification |
Classification End Date | Enter the date that the classification no longer applies to the student. Note: Do not enter the last day of the school year when setting up classifications. | [S_TN_STU_LunchClassification_C]EndDate | 8 | 044 – Student Classification Preliminary School Report Export Student Classification |
School | Choose the school associated with this classification from the pop-up menu. | [S_TN_STU_LunchClassification_C]SchoolID | 4 | 044 – Student Classification Preliminary School Report Export Student Classification |
Defining CTSO MembershipsState/Province – Tennessee > Click HERE to Create/Edit this student’s club membership > Edit/New | ||||
CTSO ID | Choose the student’s CTSO membership from the pop-up menu. | [ClubMembership]TN_ClubID | 15 | 052 – Student CTSO Membership Export CTSO Membership |
CTSO Membership Begin Date | Enter the first day of the student’s CTSO membership. | [ClubMembership]TN_Club_MembBeginDate | 8 | 052 – Student CTSO Membership Export CTSO Membership |
CTSO Membership End Date | Enter the last day of the student’s CTSO membership. Note: Do not enter the last day of the school year when setting up CTSO membership. | [ClubMembership]TN_Club_MembEndDate | 8 | 052 – Student CTSO Membership Export CTSO Membership |
| CTSO ChapterID | Chapter ID (name or number) assigned by the National CTSO. | [S_TN_STU_ClubMembership_C]TN_Club_ChapterID | 20 | 052 – Student CTSO Membership Export CTSO Membership |
| CTSO MembershipID | Student membership ID assigned by the National CTSO. | [S_TN_STU_ClubMembership_C]TN_Club_MembershipID | 9 | 052 – Student CTSO Membership Export CTSO Membership |
Defining TA Instructional ServicesState/Province – Tennessee > Click HERE to Create/Edit this student’s TA Instructional Services > Edit/New | ||||
Assistance ID | Choose the TA Assistance Service type from the pop-up menu. | [S_TN_STU_TAInstrAssistance_C]AssistanceID | 2 | 081 – TA Instructional Assistance |
Assistance Begin Date | Enter the TA Assistance Service begin date. | [S_TN_STU_TAInstrAssistance_C]BeginDate | 8 | 081 – TA Instructional Assistance |
Assistance End Date | Enter the TA Assistance Service end date. | [S_TN_STU_TAInstrAssistance_C]EndDate | 8 | 081 – TA Instructional Assistance |
Defining TA Support Assistance ServicesState/Province – Tennessee > Click HERE to Create/Edit this student’s TA support assistance services > Edit/New | ||||
Assistance ID | Choose the student’s support assistance service from the pop-up menu. | [S_TN_STU_TASupportAssistance_C]AssistanceID | 2 | 082 – Student TA Support Services |
Begin Date | Enter the date the service began. | [S_TN_STU_TASupportAssistance_C]BeginDate | N/A | 082 – Student TA Support Services |
End Date | Enter the date the service ended. | [S_TN_STU_TASupportAssistance_C]EndDate | N/A | 082 – Student TA Support Services |
Entering Concurrent EnrollmentsState/Province – Tennessee > Click HERE to Create/Edit this student’s Concurrent School Enrollments > Edit/New | ||||
Concurrent School | Choose the appropriate school from the pop-up menu. This field stores the school ID for the student’s concurrent school. Create a concurrent enrollment to track services the student receives at a school other than their primary school. A student may have a concurrent school enrollment at the same time as their primary school enrollment. The concurrent enrollment should be created while logged into the student’s primary school of enrollment. Note: This field is not editable once submitted. Note: To properly report classes enrolled at other schools (concurrent enrollment classes) the permanently store grades process must include the following options under the “Options for classes enrolled at other schools”:
| [S_TN_STU_ConcurrentEnroll_C] ConcurrentSchoolID | 4 | 040 – Student 041 – Student Enrollment 042 – Student Ineligibility Funding 043 – Student Instructional Grade 044 – Student Classification 050 – Student Withdrew |
Entry Date | Enter the date that the concurrent school enrollment began. Note: This field is not editable once submitted. | [S_TN_STU_ConcurrentEnroll_C]EntryDate | 8 | 041 – Student Enrollment 043 – Student Instructional Grade |
Entry Code | Select the appropriate enrollment reason code from the drop-down list for the concurrent school enrollment. Refer to Entry/Enrollment Codes. Note: This field is not editable once submitted. | [S_TN_STU_ConcurrentEnroll_C]EntryCode | 2 | 041 – Student Enrollment |
Primary SchoolID | Enter the primary/home school number for the timeframe of this enrollment. Note: This field is not editable once submitted. | [S_TN_STU_ConcurrentEnroll_C]PrimarySchoolID | 4 | 041 – Student Enrollment |
Primary DOR | Choose the student’s primary district of residence from the pop-up menu. Note: This field is not editable once submitted. | [S_TN_STU_ConcurrentEnroll_C]PrimaryDOR | 3 | 041 – Student Enrollment |
Track | Choose the appropriate instructional program number from the pop-up menu. Valid values: 01, 02, 03, 04, 05, or 06. Note: This field is not editable once submitted. | [S_TN_STU_ConcurrentEnroll_C]ConTrack | 2 | 040 – Student 041 – Student Enrollment 042 – Student Ineligibility Funding 043 – Student Instructional Grade 044 – Student Classification 050 – Student Withdrew |
Exit Date | Enter the date that the concurrent school enrollment ended. | [S_TN_STU_ConcurrentEnroll_C]ExitDate | 8 | 050 – Student Withdraw |
Exit Code | Choose the appropriate withdraw reason code from the pop-up menu for the concurrent school enrollment. | [S_TN_STU_ConcurrentEnroll_C]ExitCode | 2 | 050 – Student Withdraw |
| Student's Standard Day | Enter the number of minutes the student is in school for a regular school day. | [S_TN_STU_ConcurrentEnroll_C] StudentStandardDay | 3 | 047 – Student Standard Day |
Entering Special Education InformationState/Province – Tennessee > Click HERE to View this student’s Special Education Information Note: Customer managed information is only used if the use the EDPlan import is enabled. This is a customer set value used for reporting purposes. Detail under General information and Option Details only appears if using the EDPlan Import. | ||||
Entering Customer-Managed InformationCustomer Managed Information | ||||
Student is in a Vocational Class Outside IEP | Select Yes or No if the student has a vocational class outside IEP. Note: Only select the “Student in a Vocational Class Outside IEP” if using the EDPlan import. If not using the EDPlan import, then continue using special programs to enter special options and vocational outside IEP class information. This is required to calculate a grade N student. If all vocational class fall outside the IEP then setting the value to yes is adequate. If only specific classes are outside the IEP then enter the course numbers individually using the New IEP Course Button. Note: The Student is in a Vocational Class Outside IEP must be set and save to yes before the “New IEP Course” button is available. | [S_TN_STU_EasyIEP_X]OutsideIEP | 2 | 048 – Student Class Assignment Vocational Monthly and Annual Vocational Monthly and Annual Vocational Monthly and Annual FTE ADA/ADM Audit |
New IEP Course | This is used to enter course numbers and the school year for vocational classes outside of a student’s IEP and is required when the student in enrolled in vocational class that fall in the student’s IEP. Note: The value for “Student is in a Vocational Class Outside IEP” must be set and saved as Yes before the New IEP Course button is available. | [S_TN_STU_OutsideIEPCrs_C]CourseNumber [S_TN_STU_OutsideIEPCrs_C]SchoolYear | 11 10 | CTE FTE ADA and ADM reports. |
Entering General InformationGeneral Information Note: This detail is read-only and for information purposes only. Data will only appear if using the EDPlan import. | ||||
Disability Code | Displays the most recent disability code. | [S_TN_STU_EasyIEP_C]DisabilityCode | 2 | N/A |
Disability Abbreviation | Displays the most recent disability abbreviation. | [S_TN_STU_EasyIEP_C]DisabilityAbbrv | 2 | N/A |
Initial Written Parental Permission to Assess | Initial written parental permission to assess date | [S_TN_STU_EasyIEP_C]WPPrDate | Date | N/A |
Eligibility Date | Displays the current eligibility date or the three year reevaluation date. | [S_TN_STU_EasyIEP_C]EligibilityDate | Date | N/A |
Late IEP Date | Displays the last IEP start date. | [S_TN_STU_EasyIEP_C]LastIEPDate | Date | N/A |
IEP End Date | Displays the last IEP end date. | [S_TN_STU_EasyIEP_C]IEPEndDate | Date | N/A |
Defining Option DetailsOption Details Notes:
| ||||
Type | Indicates the option type. Options are Primary or Secondary. | [S_TN_STU_EasyIEP_C]OptionType | 2 | See EDPlan Setup or Tennessee Reports in PowerSchool for a complete list of impacted reports. |
Value | Indicates the option value. Option values are 01-10. | [S_TN_STU_EasyIEP_C]OptionValue | 2 | See EDPlan Setup or Tennessee Reports in PowerSchool for a complete list of impacted reports. |
Start | The start date of the indicated option. | [S_TN_STU_EasyIEP_C]OptionStartDate | Date | See EDPlan Setup or Tennessee Reports in PowerSchool for a complete list of impacted reports. |
End | The end date of the indicated option. | [S_TN_STU_EasyIEP_C]OptionEndDate | Date | See EDPlan Setup or Tennessee Reports in PowerSchool for a complete list of impacted reports. |
Entering Transportation InformationTransportation > Edit/New Transportation Entry Notes:
| ||||
Start Date | Enter the start date of the bus route. Note: Changes to the start date of a transportation record trigger an 045 edit record to be generated in the StateEventQueue. | [Transportation]StartDate | N/A | 045 – Student Transportation Transportation ADT |
End Date | Enter the end date of the bus route. The end date is used to properly report “Present for Transportation,” i.e. the student was absent for the day, but had at least 1 minute of Daily attendance, or was present either the first or last period for Meeting attendance, and had a Transportation table record for the attendance date. Note: Changes to the end date of a transportation record trigger an 045 edit record to be generated in the StateEventQueue. | [Transportation]EndDate | N/A | 045 – Student Transportation Transportation ADT |
From/To School | Choose From School or To School from the pop-up menu. | [Transportation]FromTo | N/A | Transportation ADT |
Transportation Type | Choose a transportation type from the pop-up menu. Valid values:
| [Transportation]Type | N/A | Transportation ADT |
Bus Number - Select bus from district bus list | Select the number of the bus used for the bus route. The values in the pop-up menu are populated from the current year entries on Start Page > District Setup > District Information > District Bus Information. | [S_TN_TRN_X]S_TN_DistrictBus_SID [Transportation]BusNumber | 6 | 045 – Student Transportation Transportation ADT |
Distance | Enter accurate miles in the “Distance Travelled in Miles” at the bottom of the transportation page or you can enter the distance traveled and choose Miles from the pop-up menu. The pop-up only allows whole miles where the “Distance Travelled in Miles” allows for incremental mileage entry. | [S_TN_TRN_X]Distance Travelled or [Transportation]Distance if is not used [S_TN_TRN_X]Distance Travelled | 4 | 045 – Student Transportation Transportation ADT |
Linking Indicator | Multiple transportation entries require a linking indicator. “To” and “From” bus route pairs must have the same linking indicator option. For example: The first “To” and “From” bus route may have a linking indicator of “A”, the next “To” and “From” bus route would then have the linking indicator “B” selected. The sets of bus route start and end dates should not overlap. Note: If applicable to this student, create two transportation records, one for the AM bus and one for the PM bus. | [Transportation]LinkingCode | N/A | 045 – Student Transportation |
Verifying Attendance InformationAttendance Note: When using Time-To-Day (Daily) attendance, you must enter an attendance code for the student for the class. The attendance code is automatically converted to the correct number of present or absent minutes for the day, based on the attendance conversion. By default, the total number of attendance minutes is greater than zero for present attendance and zero for absent attendance. The exception occurs when time attendance is edited on the student’s Attendance page, and Time In and Time Out are entered for absent attendance. | ||||
Attendance | Verify that attendance data is entered for the student. When using Daily attendance, the student must have greater than zero minutes of attendance to be considered absent but present for transportation on the 049 Student Attendance extract. When using Meeting/Period Attendance, the student is considered absent on the 049 Student Attendance extract if they are assigned an attendance code with a Presence Status of “Absent” for more than 50% of the day. For example, if there are seven periods in the day, the student must be absent for at least four periods. If there are eight periods, the student must be absent for at least five periods Note: For reporting transported students on the 049 Student Attendance extract, you may decide not to use transportation records to calculate absent (for school) status, but present for transportation. To override existing transportation records, designate the student as transported, assign an attendance code that is associated with the Transport attendance code category. The attendance code must also be associated with either the Excused or Unexcused attendance code category. See School Setup for more attendance setup information. See the 049 – Student Attendance EIS extract for more information on how the transportation status is determined. | [Attendance]Date | 8 | 049 – Student Attendance Vocational Monthly FTEADA Director’s Monthly/ Annual Ed-Fi: StudentSectionAttendanceEvent |
Defining Log EntriesLog Entries | ||||
Date & Time | Enter the log entry date & time. | [Log]Entry_Date [Log]Entry_Time | N/A | 046 – Student Disciplinary Action |
Author | Enter the name of the staff member who created the log entry. This field is automatically populated with the staff member name for the user logged into PowerSchool while creating the log entry record. | [Log]Entry_Author | N/A | Not Required |
Log Type | Choose the log entry type from the pop-up menu. Note: There are no specific log types for Tennessee. It is recommended to use Discipline for 046 – Student Disciplinary Action log entries. | [Log]LogTypeID | N/A | 046 – Student Disciplinary Action |
Subtype | Not Required. | [Log]Subtype | N/A | Not Required |
Consequence | Not Required. | [Log]Consequence | N/A | Not Required |
Title | Not Required. | [Log]Subject | N/A | 046 – Student Disciplinary Action |
Log Entry Text | Not Required. | [Log]Entry | N/A | 046 – Student Disciplinary Action |
Disciplinary Action Type (Action Taken) | Choose the action taken from the pop-up menu. | [Log]Discipline_ActionTaken | 1 | 046 – Student Disciplinary Action Suspension, Expulsion & Remands |
Discipline Action Taken Detail | Choose the appropriate action taken detail from the pop-up menu. Valid values:
| [Log]Discipline_ActionTakenDetail | N/A | Suspension, Expulsion & Remands |
Action Date | Enter the date that the disciplinary action began. | [Log]Discipline_ActionDate | 8 | 046 – Student Disciplinary Action |
Action Taken End Date | Enter the date that the disciplinary action ended. | [Log]Discipline_ActionTakenEndDate | 8 | 046 – Student Disciplinary Action |
Disciplinary Primary Reason (Incident Type Category) | Choose the incident type category from the pop-up menu. | [Log]Discipline_IncidentTypeCategory | 2 | 046 – Student Disciplinary Action Suspension, Expulsion & Remands |
Incident Date | Enter the date that the incident occurred. | [Log]Discipline_IncidentDate | 8 | 046 – Student Disciplinary Action |
Zero Tolerance Indicator | Indicates if the act falls under a zero tolerance policy. | [S_TN_LOG_X]ZeroTolerance_YN | 1 | 046 – Student Disciplinary Action |
SE Modified Action | Indicate if the Action is modified as a result of Special Education status. | [S_TN_LOG_X]ModifiedAction_YN | 1 | 046 – Student Disciplinary Action |
SE Disciplinary Action Authority | Indicate if the SE Disciplinary Action Authority is involved. | [S_TN_LOG_X]DisciplinaryActAuthority | 1 | 046 – Student Disciplinary Action |
Staff Reference Association | Staff reference association sent with Discipline information when reporting log entries to Ed-Fi | [S_TN_LOG_X]StaffAssociateID | Ed-Fi: | |
Entering Stored GradesHistorical Grades > Edit Stored Grade Historical Grades > New Single Entry | ||||
School Name | Enter or view the school at which the course was completed. | [StoredGrades]SchoolName | 31 | Not Required Ed-Fi: |
School year (Term) | Enter or view the term during which the course was completed. | [StoredGrades]TermID | 4 | 080 – Student Final Grade Ed-Fi: |
Store Code | Enter or view the store code associated with this grade. One of the following values must be used for the 080 – Student Final Grade extract, in order to correctly identify the term during which the class was taken: S1 – Semester 1 S2 – Semester 2 T1 – Trimester 1 T2 – Trimester 2 T3 – Trimester 3 Q1 – Quarter 1 Q2 – Quarter 2 Q3 – Quarter 3 Q4 – Quarter 4 Y1 – Year Long (Reported as YR in the 080 extract) U1 – Summer School (Reported as SU in the 080 extract) | [StoredGrades]StoreCode | 2 | 080 – Student Final Grade Ed-Fi: CourseTranscript |
Historical Grade Level | Enter or view the grade level the student was enrolled in when the grade was awarded. | [StoredGrades]Grade_Level | 2 | 080 – Student Final Grade Ed-Fi: XAP Student Transcript |
Course number – Section number (New Stored Grade page) | Enter or view the course and section number associated with the stored grade. Note:
| [StoredGrades]Course_Number [StoredGrades]Section_Number | 15 | 080 – Student Final Grade Ed-Fi: |
Associated Section (Edit Stored Grade page) | View the section associated with the stored grade. | [StoredGrades]SectionID | N/A | 080 – Student Final Grade Ed-Fi: |
Course Number (Edit Stored Grade page) | Enter or view the course number associated with the stored grade. | [StoredGrades]Course_Number | 5 | 080 – Student Final Grade Ed-Fi: XAP Student Transcript |
Course Name | Enter or view the name of the course associated with the stored grade. Note: When entering a stored grade that is not associated to a student section enrollment, such as private or out-of-state transfer grades, submit only the course number, leaving the course name and section number blank. | [StoredGrades]Course_Name | 40 | Not Required Ed-Fi: XAP Student Transcript |
Associated grade scale (Edit Stored Grade page) | View the grade scale associated with the course. The grade scale is assigned on at the course level. | [StoredGrades]GradeScale_Name | N/A | Not Required |
Grade | Enter or view the alpha grade. Note: Both an alpha and a numeric grade must be entered for each final grade reported in 080 – Student Final Grade. | [StoredGrades]Grade | 1 | 080 – Student Final Grade Ed-Fi: |
GPA Points | Enter or view the grade points. | [StoredGrades]GPA_Points | N/A | Ed-Fi: XAP Student Transcript |
Percent | Enter or view the numeric grade. Note: Both an alpha and a numeric grade must be entered for each final grade reported in 080 – Student Final Grade. | [StoredGrades]Percent | 3 | 080 – Student Final Grade Ed-Fi: XAP Student Transcript |
Earned Credit Hours | Enter or view the number of credits awarded for the course. | [StoredGrades]EarnedCrHrs | 3 | 080 – Student Final Grade Ed-Fi: XAP Student Transcript |
Potential Credit Hours | Enter or view the number of credits available to be awarded for the course. | [StoredGrades]PotentialCrHrs | 3 | 080 – Student Final Grade Ed-Fi: XAP Student Transcript |
GPA Calculation | Select or view the option to include in or exclude from GPA calculations. | [StoredGrades]ExcludeFromGPA | 1 | Ed-Fi: XAP Student Transcript |
Class Rank Calculation | Select or view the option to include in or exclude from class rank calculations. | [StoredGrades]ExcludeFromClassRank | 1 | Ed-Fi: |
Honor Roll Calculation | Select or view the option to include in or exclude from honor roll calculations. | [StoredGrades]ExcludeFromHonorRoll | 1 | Ed-Fi: |
Graduation Calculation | Select or view the option to include in or exclude from graduation calculations. | [StoredGrades]ExcludeFromGraduation | 1 | Ed-Fi: |
Display on Transcript | Select or view the option to include in or exclude from the transcript. | [StoredGrades]ExcludeFromTranscripts | 1 | Ed-Fi: |
Teacher Comment | Enter or view the teacher comment. | [StoredGrades]Comment_Value | N/A | Ed-Fi: |
Private Paid or Out of State Transfer Status | Choose Yes or No from the pop-up menu to indicate whether the stored grade is associated with a private paid or out-of-state transfer course. | [StoredGrades]AB_Course_Cmp_Ext_Crd | 1 | 080 – Student Final Grade |
Exclude from EIS Student Final Grades report | Select the checkbox to exclude this grade record from the EIS report. | [S_TN_SGR_X]Exclude_EIS_Report | 1 | 080 – Student Final Grade |
Transitional Grade | Select the checkbox to indicate that the student’s transitional grade level should be reported for this historical grade. If this checkbox is selected, the grade level for this historical grade is extracted with a “T”, such as T10 for 10th grade. | [S_TN_SGR_X]TransitionalGrade | 1 | 080 – Student Final Grade |
Verifying EnrollmentsAll Enrollments | ||||
Course | Information about the class of enrollment. Format: COURSENAME (COURSENUMBER.SECTIONNUMBER) | [Courses]Course_Name [CC]Course_Number [Sections]Section_Number | 40 5 10 | 048 – Student Class Assignment Preliminary School Report Vocational Monthly FTEADM Vocational Monthly FTEADA Vocational Annual FTEADM Vocational Annual FTEADA Ed-Fi: StudentSectionAssociation |
Enroll Date | Enter the enroll date. | [CC]DateEnrolled | 8 | 048 – Student Class Assignment Preliminary School Report Vocational Monthly FTEADM Vocational Monthly FTEADA Vocational Annual FTEADM Vocational Annual FTEADA Ed-Fi: |
Exit Date | Enter the exit date. | [CC]DateLeft | 8 | 048 – Student Class Assignment Preliminary School Report Vocational Monthly FTEADM Vocational Monthly FTEADA Vocational Annual FTEADM Vocational Annual FTEADA Ed-Fi: |
Enrolling the Student in Special ProgramsSpecial Programs Note: Special Programs provides filtering for those customers who have Ed-Fi enabled. These filters are Ed-Fi Programs, Non Ed-Fi Programs, and Ed-Fi Cohorts. Selecting one or more of these filters alters any page with filtering, including display pages and new and edit pages, so that only Special Programs of the selected type are available. | ||||
Entry Date | Enter the entry date for the special program. Note: Enter the first day of special program enrollment. | [SpEnrollments]Enter_Date | N/A | 048 – Student Class Assignment Preliminary School Report Director’s Monthly/ Annual Membership/ Attendance Vocational Monthly FTEADM Vocational Monthly FTEADA End of Month Membership Monthly SPED Options Promotions & Retentions Vocational Annual FTEADM Annual Dropout Suspension, Expulsion & Remands Vocational Annual FTEADA Annual SPED Options Ed-Fi: |
Exit Date | Enter the exit date for the special program. Note: Enter the day after the last day of special program enrollment. | [SpEnrollments]Exit_Date | N/A | 048 – Student Class Assignment Preliminary School Report Director’s Monthly/ Annual Membership/ Attendance Vocational Monthly FTEADM Vocational Monthly FTEADA End of Month Membership Monthly SPED Options Promotions & Retentions Vocational Annual FTEADM Annual Dropout Suspension, Expulsion & Remands Vocational Annual FTEADA Annual SPED Options |
Program | Choose the program type for the special program from the pop-up menu. For Tennessee reports, special education students must be enrolled in a special program with the name Option 01, Option 02, Option 03, Option 04, Option 05, Option 06, Option 07, Option 08, Option 09, or Option 10. To be included in vocational reports, students must be enrolled in a special program with the name Option 07, Option 08, or Option 09. Note: There is no specific special program name for Tennessee extracts. | [SpEnrollments]ProgramID | N/A | 048 – Student Class Assignment Preliminary School Report Director’s Monthly/ Annual Membership/ Attendance Vocational Monthly FTEADM Vocational Monthly FTEADA End of Month Membership Monthly SPED Options Promotions & Retentions Vocational Annual FTEADM Annual Dropout Suspension, Expulsion & Remands Vocational Annual FTEADA Annual SPED Options |
Option | Choose the option type from the pop-up menu. See Option Codes for a table of possible primary and secondary option combinations. For Ed-Fi enabled district this value only displays if the Program value is “Option” | [S_TN_SEN_X]OptionType | 1 | Director's Annual Special Education Options by Primary & Secondary ADM Report Director's Monthly Special Education Options by Primary & Secondary ADM Report |
Consulting (High School Only) | Not Required. For Ed-Fi enabled district this value only displays if the Program value is “Option” | [S_TN_SEN_X]Consulting | 1 | Not Required |
Vocational Outside IEP Course Number(s) | Enter the course numbers for vocational courses in which the student is enrolled. Separate multiple course numbers with commas. For special education students to be included in the vocational reports, this value must be A12, FCS, FCSO, HS, TI, TEE, BT, ME, CA, or VOCM. For Ed-Fi enabled district this value only displays if the Program value is “Option” | [S_TN_SEN_X]VocOutsideIEP | 25 | 048 – Student Class Assignment Vocational Monthly and Annual FTEADA Summary Vocational Monthly and Annual FTEADM Summary Vocational Monthly and Annual FTE ADA/ADM Audit |
Reason Exited | Indicates reason the student exited the program. Ed-Fi use only. | [S_TN_SEN_EdFi_X]ReasonExited | 1 | Ed-Fi: StudentProgramAssociation |
Served Outside Of Regular Session | Indicate if the student served outside of the regular session. Ed-Fi use only. | [S_TN_SEN_EdFi_X] | 512 | Ed-Fi: StudentProgramAssociation |
CTE Career Pathway Type | Indicates the CTE career pathway type for the student program, if a CTE type program. Ed-Fi use only. | [S_TN_SEN_EdFi_X]CTE_CareerPathwayType | 512 | Ed-Fi: StudentProgramAssociation |
CTE CIP Code | Indicate the CTE CIP code for the student program, if a CTE type program. Ed-Fi use only. | [S_TN_SEN_EdFi_X]CTE_CIPCode | 512 | Ed-Fi: StudentProgramAssociation |
CTE Primary Program Indicator | Indicate the CTE Primary Program indicator, if a CTE type program. Ed-Fi use only. | [S_TN_SEN_EdFi_X] | 512 | Ed-Fi: StudentProgramAssociation |
CTEProgram Completion Indicator | Indicate the CTE program completion indicator for the student, if a CTE type program. Ed-Fi use only. | [S_TN_SEN_EdFi_X] | 2 | Ed-Fi: StudentProgramAssociation |
Title I Part A Type | Indicate the Title 1 part A type for the student, if a title 1 type program. Ed-Fi use only. | [S_TN_SEN_EdFi_X]TitleIPartAType | 2 | Ed-Fi: StudentProgramAssociation |
Migrant Priority For Services | Indicate the migrant priority status for services, if a migrant program. Ed-Fi use only. | [S_TN_SEN_EdFi_X]Migrant_PriorityForServices | 512 | Ed-Fi: StudentProgramAssociation |
Migrant Last Qualifying Move Date | Indicate the migrant last qualifying move date, if a migrant program. Ed-Fi use only. | [S_TN_SEN_EdFi_X]Migrant_LastQualMoveDate | 2 | Ed-Fi: StudentProgramAssociation |
Migrant Continuation of Service Reason | Indicate the migration continuation of service reason if a migrant program. Ed-Fi use only. | [S_TN_SEN_EdFi_X]Migrant_ContOfServReason | Date | Ed-Fi: StudentProgramAssociation |
Migrant US Initial Entry | Indicate the migrant US initial entry date, if a migrant program. Ed-Fi use only. | [S_TN_SEN_EdFi_X]Migrant_USInitialEntry | 512 | Ed-Fi: StudentProgramAssociation |
Migrant US Most Recent Entry | Indicate the most recent entry in the US, if a migrant program. Ed-Fi use only. | [S_TN_SEN_EdFi_X]Migrant_USMostRecentEntry | Date | Ed-Fi: StudentProgramAssociation |
Migrant US Initial School Entry | Indicate the US initial School entry, if a migrant program. Ed-Fi use only. | [S_TN_SEN_EdFi_X]Migrant_USInitialSchoolEntry | Date | Ed-Fi: StudentProgramAssociation |
Editing Current/Previous EnrollmentsTransfer Information | ||||
Entry Date | Enter the entry date for the school enrollment. Note: This is the first day of school enrollment. | [Students]EntryDate [ReEnrollments]EntryDate | 8 | All Student/ Attendance / Membership Reports Ed-Fi: StudentSchoolAssociation |
Entry Code | Select the entry code for the school enrollment from the drop-down list. Note: You must choose an entry code for all school enrollments. | [Students]EntryCode [ReEnrollments]EntryCode | 2 | 041 – Student Enrollment End of Month Membership Director’s Monthly/ Annual Membership/ Attendance Net Enrollment Ed-Fi: |
Exit Date | Enter the exit date for the school enrollment. Enter the day after the last day of school enrollment, even if that day occurs on a weekend. Note: End dates must also be entered in the following fields for students who exit the school during the school year:
| [Students]ExitDate [ReEnrollments]ExitDate | 8 | All Student/ Attendance / Membership Reports Ed-Fi: |
Exit Code | Choose the exit code for the school enrollment from the pop-up menu. Note: You must choose an exit code for school enrollments where the exit date is in the past. | [Students]ExitCode [ReEnrollments]ExitCode | 2 | (050) Student Withdraw Annual Dropout Ed-Fi: |
Full-Time Equivalency | Choose the full-time equivalency for the school enrollment from the pop-up menu. | [Students]FTEID [ReEnrollments]FTEID | 1 | Required Setup |
Grade Level | Choose the grade level for the school enrollment from the pop-up menu. | [Students]Grade_Level [ReEnrollments]Grade_Level | 2 | All Student/ Attendance / Membership Reports Ed-Fi: |
Track | Choose a track for this school enrollment from the pop-up menu. Valid values:
The track is used to link a student to an instructional program number if more than one instructional program is used at a school. If there is only one instructional program, choose Track A. Districts can set up a calendar for each unique attendance schedule used at the school level. Students, teachers, and sections (classes) are associated to each calendar using school-specific Instructional Program numbers. For example, Calendar Number 01 may be associated with Instructional Program number 01 at School 100. At School 100, assign Instructional Program number 01 (Track A) to students using that unique attendance schedule. | [Students]Track [ReEnrollments]Track | 2 | All Student Extracts (040-052, 080 - 082) Ed-Fi: |
District of Residence | Choose the district of residence for this school enrollment from the pop-up menu. | [Students]DistrictOfResidence [ReEnrollments]DistrictOfResidence | 3 | 041 – Student Enrollment Vocational Monthly FTEADM Vocational Monthly FTEADA Vocational Annual FTEADM Transportation ADT Vocational Annual FTEADA Ed-Fi: StudentEducationOrganization |
Inst Service Period Type of Service | Choose the type of service for this school enrollment from the pop-up menu. Valid values:
Note: A different value may be entered for each school enrollment. This value can also be entered for the student on the Tennessee Student Information (State/Province – TN) page. The value reflected on the Tennessee Student Information page is same as the value for the current school enrollment. A value of S is always reported for concurrent enrollments. | [S_TN_STU_X]ISPToS [S_TN_REN_X]ISPToS | 1 | 041 – Student Enrollment |
English Language Background | Choose the student’s English language background for this school enrollment from the pop-up menu. Note: A different value may be entered for each school enrollment. This value can also be entered for the student on the Tennessee Student Information (State/Province – TN) page. The value reflected on the Tennessee Student Information page is same as the value for the current school enrollment. | [S_TN_STU_X]ELB [S_TN_REN_X]ELB | 1 | 041 – Student Enrollment |
Course of Study | Choose the student’s course of study for this enrollment from the pop-up menu. Valid values:
Note: A different value may be entered for each school enrollment. This value can also be entered for the student on the Tennessee Student Information (State/Province – TN) page. The value reflected on the Tennessee Student Information page is same as the value for the current school enrollment. | [S_TN_STU_X]CourseOfStudy [S_TN_REN_X]CourseOfStudy | 1 | 041 – Student Enrollment |
Homeless Primary Night Time Residence | Indicated the student’s Homeless Primary Night Time Residence | [S_TN_STU_X]HomelessPrimaryNightTimeRes [S_TN_REN_X]HomelessPrimaryNightTimeRes | 2 | 041 – Student Enrollment |
Homeless Served by McKinney - Vento | Indicated if the student’s is served by McKinney - Vento | [S_TN_STU_X]HomelessServedByMcKinney [S_TN_REN_X]HomelessServedByMcKinney | 1 | 041 – Student Enrollment |
Homeless Unaccompanied Youth | Indicated if the student’s is a homeless unaccompanied youth. | [S_TN_STU_X]HomelessUnaccompaniedYouth [S_TN_REN_X]HomelessUnaccompaniedYouth | 1 | 041 – Student Enrollment |
| Immunization Record on File | Select to indicate that immunizations are specified for the student. | [S_TN_REN_X]Immunization_Record_on_File | 1 | 041 – Student Enrollment The EIS 041 extract pulls the data from these fields if the district selection is set to Student Pages. Else, the extract pulls from the Health module. |
| Waivers | Medical (M) - Select to indicate student is medically waived. Religious (R) - Select to indicate student is religiously waived. | [S_TN_REN_X]Waivers_Medical [S_TN_REN_X]Waivers_Religious | 1 | |
Transitional Grade | Indicates if the student has a transitional grade. | [S_TN_STU_X]TransitionalGrade | 1 | 080 – Student Final Grades |
Primary SchoolID | If the school for this enrollment is not the student’s primary/home school, then enter their primary/home school number for the timeframe of this enrollment. | [S_TN_STU_X]PrimarySchoolID | 4 | 041 – Student Enrollment |
Health Module | ||||
| Immunization Record on File | Valid Values:
Note: If a vaccination date is entered for one disease and Medically or Religiously Waived for another, then Y is reported. Business Rules: Y is reported for both cases shown below: | Student Health Record | 1 | 041 – Student Enrollment |