Data Connect System Administrators

PS Basics Part 3

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Objectives By the end of this session you will know how to:

•Perform basic field-level searches•Work with group functions•Perform compound searches •Use a variety of search methods to select students.•Run a variety of reports •Document student behavior

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Review Browse Search Screen

• Click on a letter, this will return all the students that start with that letter.

• Click on a specific grade level to view all the students in that grade.

• Select M(male) or F(female) .

• To view all students in the school, click All or the magnify glass.

• Start typing the student’s last name, with smart search on, the auto completion will start listing students, teachers, fields, and stored searches corresponding to the letters you are typing.

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Using Search Commands

Behind PowerSchool is a powerful database. Knowing the language PowerSchool uses to talk to that database is the key to helping you select the right students for each task.

A Search command is made up of three parts

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Search Comparators • A comparator is a keyword

or math symbol that describes how the search argument is to be used.

• You can use comparators on their own or in combination.

**See Quick Reference Card for Examples of all

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On the Start Page, click View Field List

Field names like last-name, street, or gender, help identify and store information, or values, about each student.

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Check you understanding

Identify the field name for the following student information

Student Information 1.Last Name2.Home Phone Number 3.Mother’s Name4.Mailing Address5.Enrollment Status6.Street Address7.Locker Number8.Last Name, First Name9.Student Number10.Entry Date

Field Name

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Check you understanding

Identify the field name for the following student information

Student Information 1.Last Name2.Home Phone Number 3.Mother’s Name4.Mailing Address5.Enrollment Status6.Street Address7.Locker Number8.Last Name, First Name9.Student Number10.Entry Date

Field Name Last_NameHome_PhoneMotherMailing_StreetEnroll_StatusMailing_StreetLocker_NumberLastFirstStudent_NumberEntryDate

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Let’s Get Started- Task 1 Prepare InvoicesMiss Lura has asked for your help in preparing invoices for student fees for her homeroom class.

Like with individual student functions, the group process is performed in two steps.

1.Search for Students2.Perform Function

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Task 1: Create your Search Command Goal: To locate Miss Lura’s home room class and print student fee invoices

Step 1 of 5From the PowerSchool Field List Page locate the field for Home Room. You can use Filter to narrow your search.

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Step 2 of 5Complete the search command for Field Name = Teachers Last Name

OR

Press Enter or the Magnifying Glass

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Step 3 of 5This selects Miss Lura’s home room, a group of eight students.

From this screen click the down arrow and select “Print Report”

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Step 4 of 5 Run the Report

In the “Which report would you like to Print?” Select Sample Student Fee Report (Invoice)

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You can set preferences for a report but in this case we want all student and default preferences

Submit your report

 Step 5 of 5

On the Report Queue page, click View. If the report is not completed and is still running, click on Refresh and then View.

Task CompleteYou generated the Invoices for all of Miss Lura’s home room students by searching for the students and then using the selection to perform the function for printing reports.

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Task 2: Print Mailing Labels

• Your next task is to print mailing labels for 9th and 12th graders. With what you’ve learned so far, you could print the labels twice, once for each grade level, but want to get this done faster. But how?

• You need a search command that includes both grade levels, but you aren’t sure what comparator to use, so click How to Search next to the View Fields List

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Search Tips

When using the symbols =,#,>,< do not use spaces in the Search.

If using words – or, contains, in etc.. then spaces are required.

When you need to search on more than one field you can use compound searches. Enter multiple searches separated by a semicolon (;) which means ‘and’

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Step 1 of 3

Search grade_level in 9,12Click Search(magnifying glass)

You will need to select a function for this group.

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Select Print Mailing Labels

Step 2 of 3On the Print Mailing Labels page, choose the mailing label layout Parent/Guardian Mailing Label (Avery 5160).

You can choose to print one or all pages. You can also choose to sort by last names or the postal codes of the mailing or home address. Use the default settings for now, and click Submit.

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Step 3 of 3On the Report Queue page, you see your mailing labels listed at the top of the

queue. REMEMBER: If your report status shows as Running, click Refresh to update the status and then click Viewto display the labels.

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Task complete From here, you can use the Print command to print the labels. CRTL <P> or Right Click Print.

Task 3: Create a Team Roster for 10th Grade Boys SoccerThree different commands could help:1.Using the field grade_level=10, finds all the 10th graders. 2.Using the field name gender=M finds all the males. 3.Using field name soccer=1, where 1 means active will find all the soccer players

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But how do we combine them? But how do we

combine them?

Building a Compound SearchTo combine the three to get only male 10th graders in soccer will require a compound search.

Step 1 of 5You need to enter all three

searches at once in the Search Students field and separate them with a semicolon.

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The semicolon operates like the word “and.” It’s like telling PowerSchool that you want to find students who are in grade 10 and are male and in soccer.

Step 2 of 5You can now work with the selected students that meet the search criterion.

Click the select function for this group of students and choose List Students.

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TIP: The List Students group function is a great way to make quick rosters, emergency contact lists, or other lists that you use infrequently.

Step 3 of 5Start by entering a title in the Report Title field that

will describe the list. Enter Grade 10 Boys Soccer and press Tab when you are finished.

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Step 4 of 5For each column of the list, you can enter a field name and a title. For example, you might enter Last_Name for the field but enter Last as the title name.

Click Fields on the same row and choose the field you want to display. Then enter a title for the column.

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Step 5 of 5Scroll down to find the options beneath the series of

fields to change the style of the list. Enter 5 in the “Padding In Each Cell” field and in other options select Gridlines to make the list of student names easier to read.

Then press Submit.

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Task 4: Create a Field Trip List

Step 1 of 4Find Mr. Abram’s 1st period class

to make a class list for his field trip

To select the students first find Mr. Abram’s schedule on the Teacher Schedule page.

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Step 2 of 4Locate Mr. Abram’s first period class and select the students enrolled in his first period.

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Make them your current selection

Step 3 of 4Now it’s time to perform the group function with the selected students.

The Group Functions page has the same links as the group functions pull-down menu you’ve seen while performing other tasks. Select List Students to create a class list

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Step 4 of 4 The Student List page retains the text you entered previously, you will have to re-title it and Mr. Abrams wants to include the Medical Alert field.

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Add another Field Alert_Medical

• The students no longer attend your school are inactive and their student records are hidden from view.

• A field in PowerSchool named enroll_status contains a value that represents whether a student is active or inactive at your school.

• To search for inactive students, you also need to tell PowerSchool to search more than your current school population.

Task 5: Working with Inactive Students

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PowerSchool Enroll Status

• Enroll status is a system function set on the district server by the provincial SIS Administrator.

• New Brunswick will use the following Enrollment Status codes:

- 1 = Pre-registered 0 = Active 1 = Inactive 2 = Transferred Out 3 = Graduated

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Use the How to Search help again and scroll down to Search Prefixes.

There are three search prefixes and you will need to use the Forward Slash / which will Include non-active students. Tip: / It looks like it is falling forward

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Step 1 of 5 Select Students by Hand

Your search /Enroll_Status#0 found all the inactive students in your school

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Sometimes you need to perform a function for a selection of students who cannot be grouped together by any search

Three of these students need transcripts.

Select Maranda, Annie and Jillian by holding the Control Key.

Step 2 of 5For situations like this, use the Select Students By Hand group function. Scroll down and open the group functions menu now. Then choose Select Students By Hand.

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Step 3 of 5Next, use the default option Keep selected students and click Functions, to access the Group Functions Page

Notice the number 3 in your current student selection at the top of the page. That confirms that the three student records have been selected.

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Step 4 of 5 Choose Your Report

Choose Print Reports

Choose Sample High School Transcript as the report you want to print. All other preference can stay same.

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Submit the report

Step 5 of 5 View Your Report If your report is still Running, click Refresh and then View

Task Complete You generated threeOfficial Transcripts for the selected students.

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Task 6:Create an At-Risk Report

An important decision making tool in the management of students is the At Risk report.

You determine which situations define “at risk” …•Attendance problems•Failing grades •Attendance problems•Behavior issues

Let’s Narrow Our Next Search

From the PowerSchool Start Page in the search window start type Last_Name. The smart enabled search will complete the field name and you can pull-down and select it.

Complete your search command Last_Name<C to select all the students whose last names begin with A and B which should be 70 students

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Task 7: At- Risk Report

We will do an At-Risk Report for your 70 selected students.

In the Main Menu•Click on System Reports •In the Student Listings select At-Risk

Step 1: Work with Current Selection

Choose Meeting (Period) Attendance for High Schools Choose the Radio Button for current selection

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Step 2 At-Risk Report

Level of Absenteeism

Select the attendance codes:

Using Crtl and Click, select

A (Absent), T(Tardy), U(Unexcused)

Step 3 At-Risk Report

Select Begin Date and Ending Date Range Radio Button Select a start and end dateNote: A few smaller reports for shorter periods of time will generate faster.

Step 4 At-Risk Report

Use Attendance Report Query

1.Enter minimum number of occurrences

2.On the far right click to save parameters for future At-Risk Reports

Step 5 At-Risk Report

Use Grades Report Query

1.Current or Stored Grades

2.Set minimum number of classes with failing grade

3.Set failing Letter Grade values

Step 6 At-Risk Report

Use Discipline Report Query

1.Indicate minimum number of discipline actions

2.Indicate All Sub-Types or which Sub-Types to query.

Step 7 At-Risk Report

•Click on Submit to run the report. •If necessary, click Refresh•When View displays, click to see finished At-Risk Report

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Task 8: Incident Reporting

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Scenario: Teacher, Colleen Lura has come to the office to report that she just witnessed and had to intervene in a fight that occurred in the cafeteria during her lunch duty. She has reported that Brandon Adair punched Cole Baker in the face and pushed Michael Steckevicz too. Ms. Lura has also said that Trevor Anderson and Ryan Briggs witnessed the fight.

Create an incident and issue Brandon a 5 day out of school suspension.

Creating an Incident

Step 1 of 7On the Start Page select your student

Step 2 of 7In the Main Menu in the Administration section, select Incidents

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Incident List for an Individual Student

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Incidents can also be started from the Start Page.

In the Functions list choose Incident Management

NOTE: This also provides the list of all incidents for the school instead of an individual student.

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Step 3 of 7From either School or Student page, click on Create New Incident.

Step 4 of 7Complete the incident description including; Type, Date, Time Frame, Title, Location, Description, Prepared By, and Financial Impact

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NOTE: All pull-downs will be customized to reflect NB Behaviour Reporting Standards

Build Your Incident

Step 5 of 7Add the incident participants by clicking on the plus symbol +

This opens a search window where you can do a filtered search for students, staff or other participants.

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Step 6 of 7

1.Enter the Search Filters parameters – last name Baker and student2.Click on Search3.Click on the students name and then click “Add”

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Repeat the same procedures to adding the remaining people involved in the incident.

Recap: Teacher, Colleen Lura and had to intervene in a fight in the cafeteria during her lunch duty. She has reported that Brandon Adair punched Cole Baker in the face and also pushed Michael Steckevicz. She also said that Trevor Anderson and Ryan Briggs witnessed the fight.

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Step 7 of 7In the Incident Elements section, choose Add Action.

Complete the Action content to insert the Suspension for 5 days.

Then Add Action to complete your task

Conclusion

You have completed your tasks and have successfully done basic field-level searches and compound searches. You now know there is a variety of ways to select a group of students. You have worked with group functions and generated reports which can be saved or printed.

Recommended Reference Cards:

•PowerSchool Basics for Administrators Quick Reference Card•PowerSchool Basics with Search Codes

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References

The images used in this document included:

•The copyright free mouse character from http://www.bidulz.com •Teacher characters from licenced software Articulate Storyline •Microsoft Office Clip Art •Screen Captures of PowerSchool Training Environment

This document was created under Creative Commons Licence 4.0