District Setup

Contents

Introduction

The following data elements are required for state reporting.

To perform district specific tasks:

Click the School link at the top of the page. The School pop-up menu appears.
Choose District Office. The district Start Page appears.
Under Setup in the left navigation bar, click District. The District Setup page appears.

Note: The following information describes the setup required for State Reporting. For information about general school setup, see Help > System Help.

Setting Up Code Sets

All districts, as a one-time setup step, will need to import the codeset file.

Steps to import:

Log in to the PowerSchool Admin portal
In the upper right-hand corner, from the pop-up menu, choose District Office.
Navigate to Start Page > System > Page and Data Management > Data Import Manager
Click the Choose File button and select the import file provided: VT_Codeset_Import.txt
From the Import Into pop-up menu, choose Code Sets.
Leave next options as Tab/Windows Ansi.
Click the Next button. The map columns fill in all pop-up menus automatically.
Click Next button.
Keep the “Check to exclude the first row (contains headers).” checkbox selected.
Click the Import button.

Note: A benign error message that reads “Unknown error.” may appear. Ignore this.

To verify the file imported correctly: Start Page > District Setup > Code Sets

In the Code Set pop-up menu, you should see two new code sets: AOE – ADM Type and AOE – Funding Source.
When clicked, a list of the codes appears below.
These lists can be edited for future changes.

Data Element	Additional Information	[Table]FieldName	Used in these Reports
Setting Up Terms - Refer Years and Terms for the initial setup District Setup > Calendar: Years & Terms > Edit Terms > Term Setup > New/Edit
Name of Term	Enter a name for the term for example, Semester 1	[Terms]Name
Abbreviation	Enter an abbreviation for the term; for example, S1. Note: The abbreviation must start with a letter.	[Terms]Abbreviation
First Day of Term	Click the calendar icon and choose the date of the first day of the term.	[Terms]FirstDay
Last Day of Term	Click the calendar icon and choose the date of the last day of the term.	[Terms]LastDay
What portion of the school year does this term represent?	Choose the fraction of the year the term takes. A semester is 1/2 a quarter 1/4.	[Terms]Portion
Adding District Courses District Setup > Courses: Courses > New Course/[Select Course] The VT State Information fields are now set at the Course level. At the Section level, these values may be "Same as Course" or can be changed at the section level. By default, it will be Same as Course
Course Name	Enter the course name. Note: This field is read-only if editing an existing course.	[Courses]Course_Name
Course Number	Enter the course number. Note: This field is read-only if editing an existing course.	[Courses]Course_Number
Alternate Course Number	Enter the state-specific code associated with this course. Note: This field is read-only if editing an existing course.	[CoursesCoreFields]Alt_Course_Number
Vermont State Information
Additional Course Categories	Enter the Additional Course Categories.	[S_VT_CRS_X]AddIt_CourseCat	12_Course
Course Level	Choose the course level.	[S_VT_CRS_X]CourseLevel	13_CourseSection
Course Level Characteristic	Choose the course level characteristic.	[S_VT_CRS_X]CourseLevelCharacteristic	13_CourseSection
Course Setting	Choose the course setting.	[S_VT_CRS_X]CourseSetting	13_CourseSection
Course Terms	Choose the course term.	[S_VT_SEC_X]CourseTerm
Course Flexible Pathways	Choose the course flexible pathways from these options EO = Expanded Learning Opportunities DE= Dual Enrollment Course VB = Virtual/Online/Blended Course CT= Career and Technical Education course WB = Work-Based Learning Course CP=High School Completion Program	[S_VT_CRS_X]COURSEFLEXIBLEPATHWAYS	13_CourseSection 14a_StuSectionEnrollment 14b_StaffSectionAssignment 15_StudentSecResults
District of Residence District Setup > Districts of Residence > New / Edit
District ID	Enter a code for the district of residence, such as the state-assigned district number.	[Gen]Value [Gen]Cat=districts
District Name	Enter the district name.	[Gen]Name [Gen]Cat=districts
Sort Order	Enter a sort order to determine the order in which you want this district of residence to appears on the Districts of Residence page and in the pop-up menus on the Transfer Info student pages menu.	[Gen]SortOrder [Gen]Cat=districts
District Boundary	Enter the geographical boundary in a single encoded polyline. If you have an encoded polyline from another system, you can enter it in the Edit Boundary text box. If you do not have an encoded polyline from another system, click Edit Boundary. The Boundary Definition pop-up window appears.	[Gen]ValueT [Gen]Cat=districts
Enter District Info District Setup > District Information: District Info
Name of District	Enter the district name.	[Prefs]Value [Prefs]Name=districtname
District Number	Enter the district number.	[Prefs]Value [Prefs]Name=districtnumber
Defining Vermont State Reporting Configuration District Setup > District Information: District Info > Edit VT Reporting Configuration > New/Edit Note: There can be multiple records for the Supervisory Union. There must be a record for each District OrgID as these are needed later for setting up schools.
AOE Admin ID	Enter the AOE Admin ID for District (Add). Enter the AOE Admin ID (for Edit). The VT AOE is the assigned unique identifier for the Supervisory Union/District that is submitting data.	[S_VT_DISTRICT_S]AdminID	0_Staff_Identity 0_Staff_Match 0_Student_Identity 0_Student_Match 4_PS_Enroll 5_PS_GradeProg 6_PS_ADM 7_PS_Att 8_OrgProfile 8a_OrgProfile_Holidays 10_EmpOrg 11_POS 11a_POS_RoleTable 12_Course 13_CourseSection 14a_StuSectionEnrollment 14b_StaffSectionAssignment 15_StudentSecResults 16_CIRS_Incidents 17_CIRS_Offenders 18_CIRS_Actions 19_CIRS_Victims
Organization ID for District	Enter the Organization ID for District (for Add).	[S_VT_DISTRICT_S]OrgID	0_Staff_Identity
School Year Timeframe	Choose the School Year Timeframe from the pop-up menu.	[S_VT_DISTRICT_S]SytFrame	8_OrgProfile
School Year	Enter the School Year.	[S_VT_DISTRICT_S]SY	0_Staff_Identity 0_Student_Identity 4_PS_Enroll 5_PS_GradeProg 6_PS_ADM 7_PS_Att 8_OrgProfile 8a_OrgProfile_Holidays 10_EmpOrg 11_POS 11a_POS_RoleTable 12_Course 13_CourseSection 14a_StuSectionEnrollment 14b_StaffSectionAssignment 15_StudentSecResults 16_CIRS_Incidents 17_CIRS_Offenders 18_CIRS_Actions 19_CIRS_Victims
Configuring Schools District Setup > District Information: Schools/School Info > Edit School
Year Start Date for reporting	Enter the year start date for reporting.	[S_VT_SCHOOLS_X]StartDate	8_OrgProfile
Year End Date for reporting	Enter the year end date for reporting.	[S_VT_SCHOOLS_X]EndDate	8_OrgProfile
Default Enrollment Org ID for Students in School	Choose the default enrollment Org ID for Students in School.	[S_VT_SCHOOLS_X]EnrOrgID	0_Student_Identity 0_Student_Match 4_PS_Enroll 5_PS_GradeProg 6_PS_ADM 7_PS_Att 8_OrgProfile 14a_StuSectionEnrollment 15_StudentSecResults 16_CIRS_Incidents 17_CIRS_Offenders 18_CIRS_Actions 19_CIRS_Victims
Place of Service ID	Enter the place of service ID.	[S_VT_SCHOOLS_X]POSID	8_OrgProfile 11_POS 11a_POS_RoleTable 12_Course 13_CourseSection 14b_StaffSectionAssignment
Exclude From State Reporting?	Select the checkbox to exclude the school from the state reports listed in the “Used in these Reports” column.	[Schools]State_ExcludeFromReporting
Configuring Federal Ethnicity and Race Settings District Setup > Identity: Federal Ethnicity and Race Settings
Ethnicity Decline to Specify	Select this checkbox to add a "Decline to Specify" option under Ethnicity on the students' demographics pages.	N/A	N/A
Race Decline to Specify	Select this checkbox to add a "Decline to Specify" option under Race on the students' demographics pages.	N/A	N/A
Federal Race Categories: Sort	TIP: Set the sort order after you have added any new federal race categories. Enter a number for each federal race category to set the order in which the categories should display on the students’ Demographics page.	[Gen]SortOrder [Gen]Cat=federalrace	N/A
District Race Codes: Sort	TIP: Set the sort order after you have added any new district race categories. Enter a number for each district race code to set the order in which the race codes should display on the students’ Demographics page.	[Gen]SortOrder [Gen]Cat=race	N/A
Define Custom Federal Race Category District Setup > Identity: Federal Ethnicity and Race Settings > New > Federal Race Category Note: Enter any new, custom federal race categories before you enter or update any district race codes. Enter any district code for federal race, as long as it maps to AMI, ASI, AFA, NAT, or WHT.
Code	Enter the federal race category code. AMI - American Indian or Alaska Native ASI - Asian AFA - Black or African American NAT - Native Hawaiian or Other Pacific Islander WHT - White	[Gen]Name [Gen]Cat=federalrace	N/A
Description	Enter the federal race category description.	[Gen]Value [Gen]Cat=federalrace	N/A
Define Custom District Race Code District Setup > Federal Ethnicity and Race Settings > New > District Race Code Note: Ensure you have entered any new, custom federal race categories before you enter or update district race codes.
Code	Enter the district race code. AMI - American Indian or Alaska Native ASI - Asian AFA - Black or African American NAT - Native Hawaiian or Other Pacific Islander WHT - White	[Gen]Name [Gen]Cat=race	N/A
Description	Enter the district race description.	[Gen]ValueT [Gen]Cat=race	N/A
Federal Category	Choose the associated federal race category from the pop-up menu. AMI - American Indian or Alaska Native ASI - Asian AFA - Black or African American NAT - Native Hawaiian or Other Pacific Islander WHT - White	[Gen]Value [Gen]Cat=federalrace	N/A
Alt Race Code	Enter an alternate, equivalent race code. Note: This field can be used for SIF.	[Gen]Value2 [Gen]Cat=race	N/A
Incident Management Setup District Setup > Incident Management > Code & Subcode Configuration To verify that a code exists: Click a Code Type. A section for the Code Type appears at the bottom of the page. Review the list of codes. If a code is missing, see "To add a new code". Repeat steps 1 and 2 for all Code Types. To add a new code: Click a Code Type. A section for the Code Type appears at the bottom of the page. Click the green plus sign (+). Complete the fields and click Submit. Repeat a similar process for creating subcodes, selecting the appropriate code in step 1 instead of the code type.
Action Codes	Verify that all Vermont-specific Action codes are present. Codes that are not present will need to be added.	[Incident_LU_Code]Incident_Category [Incident_LU_Code]Code_Type=actioncode	N/A
Attribute Codes	Verify that all Vermont-specific Incident Attribute codes are present. Codes that are not present will need to be added.	[Incident_LU_Code]Incident_Category [Incident_LU_Code]Code_Type=attributecode	N/A
Behavior Codes	Verify that all Vermont-specific Behavior codes are present. Codes that are not present will need to be added.	[Incident_LU_Code]Incident_Category [Incident_LU_Code]Code_Type=behaviorcode	N/A
Participant Attribute Codes	Verify that all Vermont-specific Participant Attribute codes are present. Codes that are not present will need to be added.	[Incident_LU_Code]Incident_Category [Incident_LU_Code] Code_Type=participantattributecode	N/A
Location Codes	Verify that all Vermont-specific Location codes are present. Codes that are not present will need to be added.	[Incident_LU_Code]Incident_Category [Incident_LU_Code]Code_Type=locationcode	N/A
Object Codes	There are no Vermont-specific Object codes. The following codes are provided by default: Handgun, Shotgun or Rifle, Other Firearm, Other Weapon.	[Incident_LU_Code]Incident_Category [Incident_LU_Code]Code_Type=objectcode	N/A
Participant Role Codes	Verify that all Vermont-specific Participant Role codes are present. Codes that are not present will need to be added.	[Incident_Person_Role]Role_Incident_Detail_ID	N/A
Time Codes	Verify that all Vermont-specific Time codes are present. Codes that are not present will need to be added.	[Incident_LU_Code]Incident_Category [Incident_LU_Code]Code_Type=timecode	N/A
Duration Codes	There are no Vermont-specific Duration codes. The following codes are provided by default: School Days^, 1 Day, 2 Days, 3 Days, 4 Days, 5 Days, 6+ Days.	[Incident_LU_Code]Incident_Category [Incident_LU_Code]Code_Type=durationcode	N/A
Action Change Codes	There are no Vermont-specific Action Change codes. See Incident Management: Action Change Codes and Subcodes for default codes provided.	[Incident_LU_Code]Incident_Category [Incident_LU_Code] Code_Type=actionchangecode	N/A
Action Attributes	Verify that all Vermont-specific Action Attributes are present. Codes that are not present will need to be added.	[Incident_LU_Code]Incident_Category [Incident_LU_Code]Code_Type=actionattributes	N/A

Creating Entry Codes

Start Page > District Setup > Code Sets > EntryCode

For more information, see Code Sets and Entry and Exit Codes pages in SIS Administration Guide.

Data Element	Description	[Table]FieldName	Length
Code set	Select the Code set type.	[CODESET]CODETYPE=EntryCode
Code	Enter the entry code.	[CODESET]Code	2
Display Value	Enter the code display value.	[CODESET]DisplayValue
Description	Enter the entry code description.	[CODESET]Description	N/A
Sort Order	Enter a sort order to determine where the code displays on the page.	[CODESET] UIDisplayOrder	N/A
Start Date	Enter a start date to activate this code.	[CODESET]EffectiveStartDate	8
End Date	Enter an end date to inactivate this code.	[CODESET]EffectiveEndDate	8

Creating Exit Codes

Start Page > District Setup > Code Sets > ExitCode

For more information, see Code Sets and Entry and Exit Codes pages in SIS Administration Guide.

See State Approved EXITTYPE Codes for more details.

Data Element	Description	[Table]FieldName	Length
Code set	Select the Code set type.	[CODESET]CODETYPE=ExitCode
Code	Enter the exit code.	[CODESET]Code	2
Display Value	Enter the code display value.	[CODESET]DisplayValue
Description	Enter the exit code meaning.	[CODESET]Description	N/A
Sort Order	Enter a sort order to determine where the code displays on the page.	[CODESET] UIDisplayOrder	N/A
Start Date	Enter a start date to activate this code.	[CODESET]EffectiveStartDate	8
End Date	Enter an end date to inactivate this code.	[CODESET]EffectiveEndDate8	8

State Approved ENTRYTYPE Codes

The list of VT state-approved Entry Codes that the state reporting extracts will include.

Entry Codes	Description
ENTRYTYPE 01	Transfer from a public school in Vermont, a designated public school, or Rivendell Academy—A student who transfers from a public school that is located in the state of Vermont, a designated public school (one of the four academies) or Rivendell Academy in Orford, NH.	N/A	N/A
ENTRYTYPE 02	Transfer from an independent school in Vermont—A student who transfers from an independent school in Vermont. This does not include student transferring from one of the four academies which are designated public schools (see 01).	N/A	N/A
ENTRYTYPE 03	Transfer from a school in a different state or from a school outside of the country—A student who transfers from a public or private school that is located in a state outside Vermont, a public or private school that is located outside of the United States	N/A	N/A
ENTRYTYPE 04	Transfer from an institution—A student who transfers from an institution which has an educational program. This includes mental health institutions, correctional institutions, juvenile service agencies, care shelters, and detention facilities.	N/A	N/A
ENTRYTYPE 05	Transfer from home study—A student who transfers from a period of receiving instruction in a home environment (chosen for reasons other than health).	N/A	N/A
ENTRYTYPE 06	Matriculation from another school—A student who enters a school after successful completion and promotion from the highest instructional level of another school to enter the next higher level.	N/A	N/A
ENTRYTYPE 07	A student who had previously entered any class in school and then re-enters the same or a different school after he or she has left school for voluntary reasons (e.g., dropping out) or involuntary reasons (e.g., prolonged illness, temporary disability) during a regular school session.	N/A	N/A
ENTRYTYPE 08	Original entry into a United States school—A student already residing in the United States enters a school for the first time in the United States or an outlying area. This student is likely to be a preschool or kindergarten student.	N/A	N/A
ENTRYTYPE 09	Original entry into a United States school from a foreign country with no interruption in schooling—A student who has recently moved from a foreign country where he or she had been enrolled in school and enters a school in the United States or an outlying area for the first time.	N/A	N/A
ENTRYTYPE 10	Original entry into a United States school from a foreign country with an interruption in schooling—A student who has recently moved from a foreign country where he or she had not been enrolled in school and enters a school in the United States or an outlying area for the first time.	N/A	N/A

Introduction

Setting Up Code Sets

Setting Up Terms - Refer Years and Terms for the initial setup

Adding District Courses

District of Residence

Enter District Info

Defining Vermont State Reporting Configuration

Configuring Schools

Configuring Federal Ethnicity and Race Settings

Define Custom Federal Race Category

Define Custom District Race Code

Incident Management Setup

Creating Entry Codes

Creating Exit Codes

State Approved ENTRYTYPE Codes