District Setup

Defining District Courses

Courses > Edit Course District Information

Course Name

Enter the course name.

[Courses]Course_Name

Max 40

Data Clearinghouse

School Course Info Object

Student Academic Record Object

Course Number

Enter the course number.

[Courses]Course_Number

Max 11

Data Clearinghouse

Student Course and Program Membership

School Course Info Object

Alternate Course Number

Enter the alternate course number.

Note: This is reported as the Core Code – Graduation Core Code in the Data Clearinghouse Report.

[Courses]Alt_Course_Number

10

Data Clearinghouse

School Course Info Object

Student Academic Record Object

Credit Hours

Enter the credit hours awarded for this course.

[Courses]Credit_Hours

N/A

School Course Info Object

Student Academic Record Object

Student Section Enrollment Object

CIP Code

Enter the CIP code number for the course.

Note: This is reported as the CIP Code Number in the Data Clearinghouse Report.

[Courses]Code

10

Data Clearinghouse

School Course Info Object

Student Academic Record Object

Vocational Class

Select the appropriate checkbox if the course is a vocational course.

Note: This field appears to the right of CIP Code.

Valid values:

• 0 – Yes
• 1 – No

[Courses]Vocational

1

Data Clearinghouse

Department

Click Associate and choose a department for the course.

[Courses]Sched_Department

N/A

Student Academic Record Object

Subject Area

Enter the subject area for the course.

[Courses]Sched_CourseSubjectAreaCode

N/A

Student Academic Record Object

Exclude course from state reports

Select this checkbox to exclude this course and any sections associated with this course from state reports.

[S_UT_CRS_X]ExcludeFromReporting

1

Data Clearinghouse

District Information

Name of District

Enter the name of the district.

[Prefs]Name=districtname

[Prefs]Value

N/A

Student Academic Record Object

District Number

Enter the district number.

LEA Number

[Prefs]Name=districtnumber

[Prefs]Value

3

Data Clearinghouse

UT Unique ID Request File

LEA Info Object

Student Academic Record Object

Load Codes/Subcodes

This link appears if the UT Incident Management configuration file has not been loaded. Click the link to access the configuration file.

Note: You must set up permissions for Incident Management. See article 61715 on PowerSource for more information.

N/A

N/A

N/A

Load is complete

This message appears if the UT Incident Management configuration file has been loaded.

N/A

N/A

N/A

Sub-District

Select the checkbox to enable Sub-District setup on the District Setup page.

[Prefs]Name = UT_SubDistrict

N/A

N/A

Loading Codes and Subcodes

District Information > Load Codes/Subcodes > Codes and Subcodes Load Information

Load Codes/Subcodes

Select the checkbox to automatically set up codes and subcodes for incident management. See the Appendix for code values.

Verify that you want to load codes before clicking Submit, because the process cannot be reversed.

The codes are loaded on the hour or when PowerSchool is launched. However, only the PowerSchool task master application is updated. If more than one PowerSchool application exists in a server array, review additional information about changing task master node designation.

The PowerSchool log window displays either a Complete or Failure message when the codes are loaded.

N/A

N/A

N/A

Federal Race and Ethnicity Settings

Federal Ethnicity and Race Settings

Ethnicity Decline to Specify

Do not select the checkbox.

Decline to specify is not allowed for Utah.

[Prefs]FRE_AllowDeclineEthnicity

[Prefs]FRE_DeclineEthnicityText

N/A

Not Allowed

Race Decline to Specify

Do not select the checkbox.

Decline to specify is not allowed for Utah.

[Prefs]FRE_AllowDeclineRace

[Prefs]FRE_DeclineRaceText

N/A

Not Allowed

Defining Federal Race Categories

Federal Ethnicity and Race Settings > Edit/New Federal Race Category

Code

Enter the federal race category code.

[Gen]Name

[Gen]Cat=federalrace

N/A

Data ClearingHouse

Student Personal Object

Description

Enter the federal race category description.

[Gen]Value

[Gen]Cat=federalrace

N/A

Optional Setup

Sort Order

When you click Submit, the Federal Ethnicity and Race Settings page appears. Enter a sort order for the federal race category.

[Gen]SortOrder

[Gen]Cat=federalrace

N/A

Not Required

Defining District Race Codes

Federal Ethnicity and Race Settings > Edit/New District Race Code

Code

Enter the district race code.

[Gen]Name

[Gen]Cat=race

N/A

Required Setup

Description

Enter the district race description.

[Gen]ValueT

[Gen]Cat=race

N/A

Required Setup

Federal Category

Choose the associated federal race category from the pop-up menu.

[Gen]Value

[Gen]Cat=race

N/A

Required Setup

Alt Race Code

Enter an alternate, equivalent race code.

Note: This field can be used for SIF.

[Gen]Value2

[Gen]Cat=race

N/A

Not Required

Incident Management Setup

For additional information about Utah discipline incidents, see the Utah Incident Management Quick Entry.

Setting Up Incident Management Codes

Incident Management > Code & Subcode Setup

Note: Incident codes and subcodes can be loaded automatically using the Utah configuration file on the District Info page. See the Appendix for Utah Incident Management codes. You must set up permissions for Incident Management. Review additional information about incident management.

Action Codes

Verify Utah specific Action codes and subcodes.

[Incident_LU_Code]Incident_Category

[Incident_LU_Code]Code_Type=actioncode

N/A

Data Clearinghouse

Discipline Incident Object

Attribute Codes

Verify Utah specific Attribute codes and subcodes.

[Incident_LU_Code]Incident_Category

[Incident_LU_Code]Code_Type=attributecode

N/A

Data Clearinghouse

Discipline Incident Object

Behavior Codes

Verify Utah specific Behavior codes and subcodes.

[Incident_LU_Code]Incident_Category

[Incident_LU_Code]Code_Type=behaviorcode

N/A

Data Clearinghouse

Discipline Incident Object

Participant Attribute Codes

Verify Utah specific Participant Attribute codes and subcodes.

[Incident_LU_Code]Incident_Category

[Incident_LU_Code]Code_Type=participantattributecode

N/A

Data Clearinghouse

Discipline Incident Object

Location Codes

Verify Utah specific Location codes.

[Incident_LU_Code]Incident_Category

[Incident_LU_Code]Code_Type=locationcode

N/A

N/A

Object Codes

Verify Utah specific Object codes.

[Incident_LU_Code]Incident_Category

[Incident_LU_Code]Code_Type=objectcode

N/A

Data Clearinghouse

Discipline Incident Object

Participant Role Codes

Verify Utah specific subcodes. The following codes are available by default: Offender, Victim, Witness, Reporter.

[Incident_LU_Code]Incident_Category

[Incident_LU_Code]Code_Type=personcode

N/A

Data Clearinghouse

Discipline Incident Object

Time Codes

Verify Utah specific Time codes.

[Incident_LU_Code]Incident_Category

[Incident_LU_Code]Code_Type=timecode

N/A

N/A

Duration Codes

Verify Utah specific Duration codes.

[Incident_LU_Code]Incident_Category

[Incident_LU_Code]Code_Type=durationcode

N/A

N/A

Action Change Codes

There are no Utah specific Action Change codes.

N/A

N/A

N/A

Action Attributes

Verify Utah specific Action Attribute codes and subcodes.

[Incident_LU_Code]Code_Type=actionattribute

[Incident_LU_Code]Incident_Category

N/A

Data Clearinghouse

Discipline Incident Object

Defining Incident Types

Incident Management > Incident Types

Name

Verify that the incident type UT State Reporting is set up. This incident type must not be removed.

Note: The Local Use Only incident type can be modified for non-UT reporting.

[Incident_LU_Code]Incident_Category

[Incident_LU_Code]Code_Type=incidenttypecode

N/A

Data Clearinghouse

Discipline Incident Object

Creating Ethnicity Codes for Scheduling/Reporting

Scheduling/Reporting Ethnicity Codes > Edit/New Ethnicity Code

Code

Enter the ethnicity code.

[Gen]Value

[Gen]Cat=ethnicity

1

Not Required

Description

Enter the ethnicity description.

[Gen]Name

[Gen]Cat=ethnicity

Max 50

Not Required

Defining District Schools

Schools/School Info > Edit School

School Name

Enter the name of the school.

[Schools]Name

N/A

School Info Object

School Address

Enter the school’s street address.

[Schools]SchoolAddress

N/A

School Info Object

Student Academic Record Object

School City

Enter the city in which the school is located.

[Schools]SchoolCity

N/A

School Info Object

Student Academic Record Object

School State/Province

Choose Utah from the school state/province pop-up menu.

[Schools]SchoolState

2

All Reports

School Postal/Zip Code

Enter the zip code for the school.

[Schools]SchoolZip

N/A

School Info Object

Student Academic Record Object

School Phone Number

Enter the school’s phone number.

[Schools]SchoolPhone

N/A

School Info Object

School Number

Enter the school number.

Note: Once entered the school number cannot be edited.

[Schools]School_Number

3

All Reports

Alternate School Number

If applicable, enter the alternate school number. If the alternate school number is not used for the school, no action is necessary.

Note: This number will be used in the Data Clearinghouse School Record if specified.

[Schools]Alternate_School_Number

3

Data Clearinghouse

UT Unique ID Request File

StatePrId

Enter the state assigned identifier for this school.

[Schools]SIF_StatePrID

N/A

School Info Object

Student Academic Record Object

Grades

Enter the lowest and highest grade level for the school.

[Schools]Low_Grade

[Schools]High_Grade

N/A

School Info Object

Student Academic Record Object

Exclude From State Reporting?

Select this checkbox to exclude the school from state reporting.

[Schools]State_ExcludeFromReporting

1

All Reports

Principal’s Name

Enter the name of the principal.

[Schools]Principal

N/A

School Info Object

Student Academic Record Object

Principal’s Phone

Enter the principal’s phone number.

[Schools]PrincipalPhone

N/A

Student Academic Record Object

Principal’s Email

Enter the principal’s email address.

[Schools]PrincipalEmail

N/A

Student Academic Record Object

Assistant/Vice-Principal’s Name

Enter the assistant/vice-principal’s name.

[Schools]AsstPrincipal

N/A

Student Academic Record Object

Assistant/Vice-Principal’s Phone

Enter the assistant/vice-principal’s phone number.

[Schools]AsstPrincipalPhone

N/A

Student Academic Record Object

County Name

Enter the name of the county where the school is located.

[Schools]CountyName

N/A

Student Academic Record Object

Cumulative Simple GPA calculation method used

(Required)

Click the gpa calculation methods link and choose a method to calculate the simple GPA for the SIF GPA report.

[S_UT_SCH_X]Simple_GPA_Calc_Method

N/A

SIF GPA

Cumulative Weighted GPA calculation method to be used

(Optional)

Click the gpa calculation methods link and choose a method to calculate the weighted GPA for the SIF GPA report.

[S_UT_SCH_X]Weighted_GPA_Calc_Method

N/A

SIF GPA

Choose the term associated with the school.

Valid values:

• Y – Year
• S – Semester
• T – Trimester
• O – Other

Schedule Day Type

Choose the school’s Schedule Day Type.

See Schedule Day Type Codes for valid values.

[S_UT_SCH_X]ScheduleDayType

1

Data Clearinghouse

School Info Object

Setting Up Special Programs

Special Programs > Special Program Information

Program Name

Enter the special program name.

Valid values must be as specified below:

• Self-Contained
• Resource
• Youth-in-Custody
• ELL
• 504

Click the Utah Schools click here link on the page for more information.

[Gen]Cat=specprog

[Gen]Name

Max 50

Data Clearinghouse

Student Participation Object

Special Programs Data Validation Report

Qualifies as a special education program

Select this checkbox to indicate if this class qualifies as a special education program.

[Gen]Cat=specprog

[Gen]spedindicator

N/A

Data Clearinghouse

Program Category

Choose a program category to map a new or previously defined special program.

Valid values:

• (SC) Self-Contained
• (RE) Resource
• (YC) Youth in Custody
• (ELL) English Language Learner

Note: Special programs mapped to Self-Contained category will exclude membership and attendance of a student enrolled in those special programs.

[Gen]Cat=specprog

[Gen]ValueT

N/A

Data Clearinghouse

Defining Grade Scales

Grade Scales > New/Edit Grade Scale (Name)

Name

Enter or edit the Grade Scale name.

[GradeScaleItem]Name

N/A

Student Academic Record Object

Description

Enter a description for the grade scale.

[GradeScaleItem]Description

N/A

Not Required

Grade Scales > New/Edit Scale > New/Edit Grade

Grade

Enter or edit the Grade Scale name.

[GradeScaleItem]Name

N/A

Student Academic Record Object

Description

Enter a description for the grade scale item.

[GradeScaleItem]Description

N/A

Student Academic Record Object

Grade Points

Enter the number of grade points awarded for this grade.

[GradeScaleItem]Grade_Points

N/A

Student Academic Record Object

Creating GPA Calculation Methods

GPA Calculations > Calculation Methods

Note: Four GPA calculation methods are included with the PowerSchool application: Simple, Weighted, Simple Percent, and Weighted Percent. The Simple and Weighted methods can be used for the SIF GPA report, or custom methods may be used.

Method Name

Enter a name for the GPA calculation method.

[Gen]Name where [Gen]Cat=gpacalcmethod

N/A

SIF GPA

Description

Enter a description for the GPA calculation method.

[Gen]ValueT2 where [Gen]Cat=gpacalcmethod

N/A

Optional

Formula

Enter a formula for the GPA calculation method.

[Gen]ValueT where [Gen]Cat=gpacalcmethod

N/A

SIF GPA

Calculation Type

Choose cumulative from the pop-up menu.

Review additional information about GPA calculation settings.

[Gen]Value where [Gen]Cat=gpacalcmethod

N/A

SIF GPA

Grade Scale

To use a specific grade scale for the GPA calculation method, choose a grade scale from the pop-up menu.

Review additional information about GPA calculation settings.

[Gen] where [Gen]Cat=gpacalcmethod

N/A

Optional

Terms

Enter one or more term codes to narrow the selection of grades.

Review additional information about GPA calculation query options.

[Gen]queryterms where [Gen]Cat=gpacalcmethod

N/A

Optional

Grade Levels

Enter one or more grade levels to narrow the selection of grades.

Review additional information about GPA calculation query options.

[Gen]querygrades where [Gen]Cat=gpacalcmethod

N/A

Optional

School years

Enter one or more school years to narrow the selection of grades.

Review additional information about GPA calculation query options.

[Gen]queryyears where [Gen]Cat=gpacalcmethod

N/A

Optional

Credit types

Enter one or more credit types to narrow the selection of grades.

Review additional information about GPA calculation query options.

[Gen]querycredittypes where [Gen]Cat=gpacalcmethod

N/A

Optional

Only include grades

That count in GPA

Select the checkbox to only include grade records marked to be included in the GPA.

Review additional information about "only include grades" options.

[Gen]queryflaggpa where [Gen]Cat=gpacalcmethod

N/A

Optional

Only include grades

That count in class rank

Select the checkbox to only include grade records marked to be counted in class rank.

Review additional information about "only include grades" options.

[Gen]queryflagclassrank where [Gen]Cat=gpacalcmethod

N/A

Optional

Only include grades

That count in honor roll

Select the checkbox to only include grade records marked to be counted in honor roll.

Review additional information about "only include grades" options.

[Gen]queryflaghonorroll where [Gen]Cat=gpacalcmethod

N/A

Optional

Only include grades

With potential credit

Select the checkbox to only include grade records associated with potential credit.

Review additional information about "only include grades" options.

[Gen]queryflagpotcredit where [Gen]Cat=gpacalcmethod

N/A

Optional

Creating Tests

Tests > New/Edit Test

Note: Review additional information about setting up tests.

Name

Enter a name for the test.

[Test]Name

N/A

Student Academic Record Object

Type

Choose at type from the pop-up menu

[Test]Description

N/A

Optional

Description

Enter a description for the test.

[Test]Test_Type

N/A

Optional

Defining Test Scores

Tests > Edit Scores > New/Edit Test Score

Note: Review additional information about setting up tests.

Name

Enter a name for the test.

[TestScore]Name

N/A

Student Academic Record Object

Sort Order

Enter a sort order for the test score.

[TestScore]SortOrder

N/A

Optional

Description

Enter a description for the test score.

[TestScore]Description

N/A

Optional

Creating Sub-Districts

Sub-district Configuration > New > Create Sub-district

Use the Sub-district Configuration page only if your organization runs a single version of PowerSchool with multiple districts. You can use this option to create the CST_SUBDISTRICTS and CST_SCHOOLSUBDISTRICTS database tables to store sub-district data.

Note: For this functionality to be visible, the “Sub-District” Pref option must be enabled on the District Info page at Start Page> District Setup> District Info.

District Number

Enter the number assigned to this district by the state.

[CST_SubDistrict]SubDistrict_Number

N/A

UTREx ClearingHouse

Name

Enter the name of the district.

[CST_SubDistrict]SubDistrict_Name

N/A

N/A

Abbreviation

Enter an Abbreviation to identify this district.

[CST_SubDistrict]SubDistrict_Abbr

N/A

N/A

Address

Enter the mailing street address for the district.

[CST_SubDistrict]SubDistrict_Address

N/A

N/A

City

Enter the city for the district’s mailing address.

[CST_SubDistrict]SubDistrict_City

N/A

N/A

State

Enter the two-digit state abbreviation for the district’s mailing address.

[CST_SubDistrict]SubDistrict_State

N/A

N/A

Zip Code

Enter the zip code (five or nine-digit) for the district’s mailing address.

[CST_SubDistrict]SubDistrict_ZipCode

N/A

N/A

Phone Number

Enter the district’s phone number with area code.

[CST_SubDistrict]SubDistrict_Phone

N/A

N/A

Fax Number

Enter the district’s fax number with area code.

[CST_SubDistrict]SubDistrict_Fax

N/A

N/A

Superintendent

Enter the name of the district’s superintendent.

[CST_SubDistrict]SubDistrict_Superintendant

N/A

N/A

Superintendent Phone Number

Enter the district superintendent’s phone number with area code.

[CST_SubDistrict]SubDistrict_Superintendant_Phn

N/A

N/A

Superintendent Fax Number

Enter the district superintendent’s fax number with area code.

[CST_SubDistrict]SubDistrict_Superintendant_Fax

N/A

N/A

Superintendent Email

Enter the district superintendent’s email address.

[CST_SubDistrict]SubDistrict_Superintendant_Eml

N/A

N/A

Schools

In the Available Schools list, click to select each school in the list that belongs to this district.

Click the Right Arrow button to move the schools to the Assigned Schools list.

[CST_SchoolSubDistricts]SchoolID

[CST_SchoolSubDistricts]SubdistrictID

N/A

UTREx ClearingHouse

Managing ELL Language Codes

ELL Language Code Management > Add New Code/Edit

Note: PowerSchool regularly updates language codes, but this page allows for the creation of new ELL language codes in case the code is needed prior to a state reporting update release.

[PS_COMMON_CODE]Code

[PS_COMMON_CODE]Description

[PS_COMMON_CODE]SortOrder

Code

Enter the entry code.

[CODESET]Code

2

Description

Enter the entry code description.

[CODESET]Description

N/A

Code

Enter the exit code.

[CODESET]Code

2

Description

Enter the exit code meaning.

[CODESET]Description

N/A