February 2019 PS Admin Webinar

1. February 2019 PS Admin Webinar

2. Agenda • Incident Management • QDC2 Data Collection • Retained Reason Code • Attendance • 135th Day • Add-On Weighting • Transcript • Early Graduates • DOTS (Diploma Order & Tracking System)

3. Incident Management

4. Incident Management • Truancy/Disciplinary incidents MUST be entered into Incident Management (IM). Only these types of incidents should be reported in IM. • This data should be entered from first day of school • If you have not been doing so, you will need to go back and enter ALL Truancy and Disciplinary incidents into Incident Management • The SC Dept of Ed has a document you can use to assist in appropriately inputting this data. It can be found at:https://ed.sc.gov/districts-schools/school-safety/discipline-related-reports/incident-management-training/powerschool-incident-management-user-training/ • Run an Incident Management Query under System Reports -> State -> Miscellaneous, to see all Incidents already entered and review for accuracy or missing data. Leave all fields blank and hit Submit to capture all incidents.

5. QDC2 Data Collections

6. QDC2 Data Collections • Deadline: ??? • QDC2 and 135th day funding are two different collections. 135th day data is collected for the sole purpose of student funding and QDC2 is data collection to meet state and federal requirements. • Select student > State/Province – SC > South Carolina State Information > State ID and state reporting pages • Contacts – Contact 1 REQUIRED; Contact 2 • Early Childhood – schools with Pre-K and Kindergarten students • Homeless Student Information – populate the Primary Night Time Residence (At the time of the initial identification of homelessness) and Unaccompanied youth if applicable to student’s • Demographics - basics

7. QDC2 Data Collections Display NameInternal Field Name • Name (last) ***###                Last_Name • Name (first)*** ###               First_Name • Name (middle) ***###           Middle_Name • Street###                            Street • City###                               City • State###                             State • Zip###                                Zip • Mailing Street                     Mailing_Street • Mailing City                        Mailing_City • Mailing State                      Mailing_State • Mailing Zip                         Mailing_Zip Display NameInternal Field Name • DOB***###                              DOB • Ethnicity***                            FedEthnicity • Race***                                  RaceCode • Gender***                              Gender • Grade Level***                       Grade_Level • SSN***###                              SSN • Student Number***###            Student_Number • Gen (Jr., III, etc.)                         StudentGeneration • Nickname                              NickName • Alias                                      OtherName

8. QDC2 Data Collections South Carolina Student Information

9. QDC2 Data Collections South Carolina Student Information

10. Retained Reason Code

11. Attendance

12. Attendance • Students MUST be scheduled in a class. • Attendance should be taken daily with Chronic Absenteeism and Truancy addressed promptly as it presents • Run the following reports:System Reports -> State -> Chronic Absenteeism- SC37 – Chronic Absenteeism Update Process (RUN FIRST)- SC38 – Chronic Absenteeism School ReportSystem Reports -> State -> Truancy- SC Truancy Update Process (RUN FIRST)- SC40 – Truancy Report by Student- SC41 – Truancy School Detail Report- SC42 – Truancy District Detail Report

13. 135th Day Funding

14. 135th Day Funding • 1st run Refresh Premier Attendance Views Data. Note: Can on run at the school level • On the Start Page click Special Functions > click Attendance Functions > click Refresh Premier Attendance Views Data • Run Refresh Premier Attendance Views Data in order for membership, absences, and ADM to calculate correctly on the report. Run for all students at the school. • Run Reports: Start Page > System Reports > State tab > Under Legacy Reports header • 2nd run SC01 Data Verification. • Once SC01 Data Verification is Error Free you can then run reports SC02-SC09 • After you run SC01-SC09 report archive/save & store (hard copy or electronically). Note: Multiple staff members should know where these reports are stored

15. 135th Day Funding • SC06 – Membership and Attendance Report - The Membership and Attendance Report lists the number of membership days by grade by EFA classification code with totals by grade from the beginning of the school year up to and including a specific date or school day. The report includes the average daily membership by EFA classification code and by grade with a total and the number of absences by grade. An extract option is available and includes preparing data for 135th day. • SC02 Cumulative Class Report- The Cumulative Class Report totals all EIA classification code occurrences by grade from the beginning of the school year up to and including a specific date or school day. An extract option is available and includes preparing data for 135th day.

16. 135th Day Funding • SC09 Cum Class from Extract - The Cum Class from Extract allows for the creation of the Cumulative Class Report based on prior report extracts for the currently selected school year and currently selected school. The report will be the data that was generated when the extract was originally created. Report extracts may or may not be ones that are required by the SCDE for state funding. The list of report extracts is sorted by School Name, Day Number, and the Date/Time the report extract was created. Note: After you have selected an extract for funding, go to the Cum Class Report from Extract. You will look on this page to ensure the ‘Y’ is displayed beside the extract that you want SCDE to use to calculate your funding. • SC09 Membership & Attendance from Extract – SC09 Membership & Attendance from Extract allows users to select a previously generated report extract for reprinting the SC06 Membership & Attendance Report for the currently selected school year and the currently selected school. The report will be the data that was generated when the extract was originally created. The report will include the date/time each extract was created. Report extracts may or may not be ones that are required by the SCDE for state funding. The list of report extracts is sorted by School Name, Day Number, the Self-contained indicator, and the Date/Time the report extract was created. Note: After you have selected an extract for funding, go to the Mem & Att Report from Extract to ensure the ‘Y’ is displayed beside the extract you want SCDE to use to calculate your funding

17. 135th Day Funding • Select EFA/EIA Funding Extract – Make sure that the extract that your school wants sent to the SCDE is selected. The Date/Time Created Note: You should not make a change to your selection after the SCDE has finalized funding.

18. Add-On Weighting

19. Add-On Weighting • The Add-on Weightings are calculated as Average Daily Membership; that is, the Add-on Weightings will be an ADM – total number of days served divided by the Day Number selected when running the report, such as the 45th day. • Level Data will set up and enable a plugin in your districts PowerSchool database. This plugin will identify your PIP students. The Level Data process for PIP should be working soon (is this working now? – I know there’s been recent emails).  • Academic Assistance [Standardized Test Performance Level] – students who score as Not Met/fail/low (a value of ‘1’ which means “Not Met” or “Below Basic”) on selected standardized state test. This file is imported into PowerSchool. The SCDE generates this file to be imported. The district admin will notify you when the file has been imported into PowerSchool. Note: You may want to wait until this file is imported into PowerSchool before running your 135th day Add on Weighing reports so you do not have to run them multiple times. • High Achieving – Gifted and Talented – Academic (GTA), Gifted and Talented – Artistic (GTR), Advanced Placement (AP), International Baccalaureate (IB). GTA/GTR students must be STATE-IDENTIFIED ~and~ SERVED in a GT/Honors Program. Use the first day of the school year as the effective start date. Grades 3 – 12 for GTA & GTR. Grades 9 – 12 for AP & IB.

20. Add-On Weighting • Poverty – Pupils in Poverty (PIP). Which is defined using Directly Certified, Direct Certification Extended, SNAP/TANF, Homeless, Migrant, Runaway, Foster. [table name].[field name]: S_SC_STU_X.Migrant; S_SC_STU_X.Night_Residence; S_SC_STU_X.Foster_Home. • LEP - Limited English Proficiency ESL value scores of 1-5, 6.0, W, X. Each new LEP student must be evaluated within the first 10 days of school. All proficiency codes must be entered into PS for LEP students ASAP to indicate proficiency levels of the English language. • Dual Credit – Student must be enrolled at least 30 days in an approved Dual Enrollment course where ‘E’ is the 7th character of the Course Number • Run Reports: Start Page > System Reports > State tab > Under Add-On Weightings header

21. Add-On Weighting • First run - SC24 Add-On Weightings Update. Run this report to update any and all changes. • SC28 Add-On Weightings Report – create extract for the 135th day. • SC30 Add-On Weightings Select Funding Extract - This page lists 135 day Add On Weightings Totals extracts created for this school for the selected school year. Please select one to be used for state funding. Note: A change to your selection should not be made after the state data collection has ended. • SC28 Add-On Weightings Report & SC30 Add-On Weightings Select Funding Extract - Print and archive/save this report (hard copy / electronically). Make sure that multiple staff members know where these two reports are located.

22. Transcript

23. Transcript

24. Early Graduates

25. Early Graduates

26. DOTS (Diploma Ordering & Tracking System)

27. DOTS (Diploma Ordering &Tracking System) PowerSchool Data PowerSchool users are required to continue to enter the same data in PowerSchool as was required before the DOTS application was adopted. For a student to be included in the DOTS Diploma Order, the following information must be entered in PowerSchool:  Diploma Order Code must be an F.  Exit/Graduation date fields (two separate fields) must be in the range currently being processed; the exact dates for each range will be posted in DOTS. - Winter Graduation: August through January - Spring Graduation: January through May/June - Summer Graduation: June through August (first day of new school year – the third Monday in August)  Grade Level must be 10, 11, 12, or 99.  If a student name is incorrect in PowerSchool, it should be corrected in PowerSchool prior to being imported into DOTS. If not, the name will need to be corrected in DOTS.

28. DOTS (Diploma Ordering &Tracking System) Diploma Ordering Process Overview The diploma ordering process has four main steps: 1. For Spring Batch Diploma orders, student information is updated in PowerSchool. District IT runs the Diploma Orders query using the Enrich Data Collection Tool to extract and export the needed information. 2. Early/Late Diploma orders are compiled from a pool of student names found within PowerSchool. 3. Schools confirm (enter/correct) information about the school and graduation which is needed to process the diploma order in DOTS. 4. After a diploma order has been created, schools need to confirm (correct) student names and then approve the diploma order in DOTS. 5. The diploma print vendor accesses DOTS to download the orders.

29. DOTS (Diploma Ordering &Tracking System) Diploma Orders 1. The Diploma Orders drop down menu has four options. Always begin with Verify School Information. 2. Next move to the type or time of an order, Order Early/Late Diplomas (winter/summer/additional graduates) or… 3. Order Spring Batch Diplomas (only for traditional spring graduates). 4. The final option is the Diploma Order Report.

30. DOTS (Diploma Ordering &Tracking System) Verify School Information The information on the screens below is required to process any diploma order. Therefore, the school information must be approved prior to processing an Early/Late or Spring Batch Diploma order. 1. General Information screen: Users may review the school district, the high school name, and the present diploma ordering period. 2. Physical Address screen: Users may review the high school physical address.

31. DOTS (Diploma Ordering &Tracking System) Administration screen: Users may review the names of the school principal and the district superintendent. Other Information screen: Users may change the contact name and email. the high school physical address. If the information needs to be corrected, contact your school principal. He or she will work with the District Accreditation Contact to make corrections. Once all school information is correct, click the Verify Information (green button) at the bottom of the screen.

32. DOTS (Diploma Ordering &Tracking System) Order Early/Late Diplomas Early/Late Diploma orders include graduates from the following periods. Specific dates will be listed in DOTS.  Winter - Students expected to graduate between August and January.  Summer - Students expected to graduate between June and August.  Late - Examples: Transfer students or students needing to be added to an initial Spring Batch Order List. Follow the instructions below: 1. Login to the SCDE Member Center; under Web Applications, select Diploma Order Tracking System. 2. Click the Diploma Orders tab. 3. Click Verify School Information and complete. 4. Click the Order Early/Late tab. 5. Be sure your school’s information is there and correct. 6. Click Add Student; in the Search Box. Type a student’s name or a portion of a name and click Search. All students with that last name or a close variation should populate the left side of the screen. 7. From this listing identify the student or students for the diploma order for the graduating period (winter, summer or late). 8. Click on the correct line with the student information. 9. The line(s) will turn green. 10. If you incorrectly click a student’s name, one not graduating at this time, click the green line again, and it will turn white.

33. DOTS (Diploma Ordering &Tracking System) Order Early/Late Diplomas, Cont. 11. Once all graduating students from this list have been chosen, and they are showing as green; click the arrow at the bottom of the page pointing to the right. 12. The name(s) will be moved to the right side of the page. 13. Wipe out the name in the Search Box. 14. Type in the next winter/summer/late graduate’s name or SUNS Number. Students with that last name or a close variation will populate the left side of the form. 15. Return to Step 6. When you have gone through the entire class, the winter/summer/late graduates are now on the right side of the page.

34. DOTS (Diploma Ordering &Tracking System) Order Early/Late Diplomas, Cont. 16. If you discover an error on the right side of the page, highlight that student and click the leftpointing arrow at the bottom of the right-hand column. That will remove the student from the winter/summer/late graduation diploma order list. 17. When the student list on right side of the page appears correct, click the Save (blue button). See the bottom, right side of the illustration above. 18. The diploma order list will appear below the School Information section. Here users may edit student information. A red triangle to the far right of a student’s name informs the user errors have been detected. Click on the triangle to discover the error.

35. DOTS (Diploma Ordering &Tracking System) Order Early/Late Diplomas, Cont. 19. To edit an individual student’s name, graduation date, graduation period or honors indicator, select the Edit icon to the far right of the respective student. The Edit Student screen will open. See below: 20. Special characters can be typed or pasted into name fields if necessary. 21. Students added to the order in error may be removed before submission by selecting the Remove icon (X). See the illustration below Step 18.

36. DOTS (Diploma Ordering &Tracking System) Order Early/Late Diplomas, Cont. 22. Once all diploma order information has been entered and confirmed for accuracy, select Place Order (green button) at the bottom right. See the illustration below.

37. The End Questions???