INFORMATION TECHNOLOGY SERVICES
POWERSCHOOL SMS School Social Workers
School Social Workers In Prince William County Public Schools (PWCS), student information is stored electronically in the PowerSchool SMS program. Enrolling students into the PWC student information system is extremely important. Student membership is used to determine the amount of funding schools receive from federal and state governments, the number of teachers and staff that can be hired, and is a major factor in most decision-making. Management of student records in PWC Schools is governed by PWCS Regulation 700, which can be accessed via the PWCS website. Student records (paper and electronic) in PWC schools shall also be maintained in accordance with the procedures outlined in the State Department of Education publication entitled Guidelines for the Management of Student’s Scholastic Record in the Public Schools of Virginia, which can be accessed online at: http://www.doe.virginia.gov/boe/ regulations/ secondary_sch_transcripts/management_scholastic records.pdf.
These records shall be managed in compliance with applicable laws and regulations, including the Family Educational Rights and Privacy Act (FERPA), Health Insurance Portability and Accountability Act (HIPPA), Protection of Pupil Rights Amendment (PPRA), the Individuals with Disabilities Education Act (IDEA), The Virginia Public Records Act, and the Code of Virginia. The Prince William County Public Schools (PWCS) Student Information System (PowerSchool SMS) contains confidential data that must be properly safeguarded. The responsibility for protecting student information accompanies any need to access, use, or release this information. PWCS Regulation 295-Acceptable Use Policies and Internet Safety Policy govern all use and access to electronic student records. Any personally identifiable information, whether it pertains to staff or to students, is considered to be confidential. PowerSchool SMS users must protect the security and integrity of all confidential information at all times. In addition to PWC Regulations, the following are additional guidelines that must be followed for student information stored in PowerSchool SMS: The Information Technology Services SIS team has provided a standard security setup for the Student Information program that limits access to certain pages and fields based on a user’s responsibilities. Below are some important reminders when accessing confidential student records and information:
At no time should you divulge your passwords or allow others to use your password to your signed on workstation.
Staff must exercise caution in the disposal of printouts and shred all personally identifiable information. This includes partial printouts that may result from printer paper jams or from trial runs of reports.
All users must log off PowerSchool SMS before leaving their workstations. Upon your return, type your UserID and password to re-enter the SMS program.
Permissions are assigned to users based on their roles and training received. These roles are setup to distribute only needed access for users.
Prince William County Public Schools (PWCS) does not discriminate in employment or in its educational programs and activities against qualified individuals on the basis of race, color, religion, national origin, sex, pregnancy, childbirth or related medical conditions, age, marital status, veteran status, or disability. PWCS provides equal access to the Boy Scouts and other designated youth groups. The following individual will handle inquiries regarding nondiscrimination policies, including Section 504 and Title IX: Associate Superintendent for Human Resources Prince William County Public Schools, P.O. Box 389, Manassas, VA 20108
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TABLE OF CONTENTS POWERSCHOOL SMS ACCOUNTS/ROLES/PERMISSIONS .................................................................... 4 SET UP ROLES, USER ACCOUNTS, AND STAFF RECORDS .............................................................................. 5 MULTIPLE ROLES AND SWITCHING BETWEEN ROLES ..................................................................................... 5 POWERSCHOOL SMS HOME PAGE .......................................................................................................... 6 THE POWERSCHOOL SMS HOME PAGE ....................................................................................................... 6 STUDENT SEARCH BY NAME OR ID ............................................................................................................... 7 EXPLORING A STUDENT’S RECORD .............................................................................................................. 7 VIEW MULTIPLE STUDENT’S RECORD ........................................................................................................... 8 EDITING GRID COLUMN DISPLAY .................................................................................................................. 9 PRINT GRIDS ............................................................................................................................................. 11 Print a Grid .......................................................................................................................................... 11 MANAGING SOCIAL WORKER CASES .................................................................................................... 12 ACCESSING THE SOCIAL WORKER CASES PAGE ......................................................................................... 12 ADDING A SOCIAL WORKER CASE TO A STUDENT’S RECORD ....................................................................... 13 ADDING A SESSIONS TO A CASE ................................................................................................................. 14 SEARCHES FOR SOCIAL WORKERS ...................................................................................................... 15 FINDING STUDENTS CURRENT YEAR CASES MISSING A COUNSELING FOCUS OR REFERRAL TYPE ............... 15 SEARCHING FOR STUDENTS WITH SOCIAL WORKER CASES ......................................................................... 17 FINDING STUDENTS ASSIGNED TO A SPECIFIC SOCIAL WORKER .................................................................. 18 HELPFUL SMS REPORTS ......................................................................................................................... 19 ELEMENTARY GRADING REPORTS CATALOG ............................................................................................... 19 SECONDARY GRADING REPORTS CATALOG ................................................................................................ 19 SECONDARY SCHEDULING REPORTS CATALOG ........................................................................................... 19 STUDENT ATTENDANCE REPORTS CATALOG ............................................................................................... 19 STUDENT BEHAVIOR REPORTS CATALOG ................................................................................................... 19 STUDENT CONTACT REPORTS CATALOG .................................................................................................... 19 STUDENT LISTS/ROSTERS CATALOG .......................................................................................................... 20 To view a complete list of reports available ........................................................................................ 20 To run a report to print, save, or email (without manipulating) ........................................................... 20 To run a report to further manipulate in MS Excel (sort, filter, add/remove records/fields, etc.) ........ 20 CUSTOMIZING THE MY REPORTS LIST ......................................................................................................... 21
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POWERSCHOOL SMS ACCOUNTS/ROLES/PERMISSIONS PowerSchool SMS requires a User ID and password to log into the system. To access the program, open the IE browser and select FAVORITES from the menu bar (or hit the Alt +A on the keyboard if the menu bar is not available) and then select PWCS SMS link. The icon will open directly to the PowerSchool SMS login screen.
To change your password, click the Reset your password? link after entering your User ID and current Password. A box will display prompting the user to enter a new password, confirm it, and then proceed with logging in. Passwords are case sensitive and must contain the following criteria:
Must be a minimum of 8 characters
At least 1 upper case letter
At least 1 special character
At least 1 number
No more than 3 repeating characters
NOTE: PowerSchool SMS will time out after 15 minutes of inactivity; however, the login screen will not appear until after the user navigates off of the current page. Users may continue to type on the page; however, once they click the OK or Apply button, or attempt to move to a different page, the data will be lost. The login screen will then appear, prompting users to log back into the system.
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Set up Roles, User Accounts, and Staff Records In order to use PowerSchool SMS, users must be assigned at least one role. Depending on your daily job and responsibilities, roles and associated permissions may vary. If the user has more than one job in the building then, he/she may be assigned multiple roles. Roles and permissions are established and managed at the District level within the program to allow users to access information pertinent to their assigned duties and responsibilities. Depending on your role and permissions, the user may have access to view, add, change and delete specific information. Access to the program will be handled at the District level. Users wanting to obtain access must have their supervisor submit a Heat Self Service Issue ticket. The user must also take training specific to the role requested before rights will be given. The Overview & Navigation class is a pre-requisite to access SMS as well as subsequent SMS classes.
Multiple Roles and Switching Between Roles A user who has multiple roles is assigned a default role. Once that user logs into SMS, the Home Page displayed is based on the default role and its associated permissions. This page provides quick access to the features available for that role and can be further customized if needed. If the user switches to another role, the Home Page displayed will be different because the contents of that page will be based on the new role. The user can switch between roles while remaining logged in to PowerSchool SMS. NOTE: Social Workers should choose “Social Worker” as the default role. All Social Workers’ data entry and necessary reports can be run from this role. As the user is assigned individual schools, he/she has been assigned those school roles as well, however this role is limited. To switch between roles:
From the SMS Home Page or any SMS page that is currently being viewed.
Click on Role highlighted in blue just above the task bar on the far right-hand corner of your screen.
Select the Role in which you wish to work or select All Roles to view all roles associated with the user.
On the Switch Role page, select the role to which you want to switch.
Click OK.
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POWERSCHOOL SMS HOME PAGE SMS has several navigational tools that can be found on the Home Page as well as other pages throughout the system.
The PowerSchool SMS Home Page Features of the PowerSchool SMS Home Page are:
Checkboxes – Selecting or deselecting one or more of the Active, Incoming or Withdrawn Student checkboxes will filter the results of a student search. Select all boxes if the status of the student is unknown.
Student Search – Similar to the Quick Search found above the Menu Bar, the Student Search is used to look up students by their Name or Student ID Number. Selecting the Advanced Search hyperlink opens the detailed search screen allowing the user to search for students utilizing additional criteria.
Grade Level Links – Provides quick links so that you can quickly search for all students or students by grade level within your school.
All Students Link – Provide list a list of all students in the school.
Recently Enrolled Students Link – Provides a list of all students enrolled in your school in the last thirty (30) days.
My Favorite Searches – Provides a drop-down box containing any previously run searches that were saved as favorites. These searches may be used repeatedly, always returning updated results based on the criteria defined in the search and the data in the system at the point of running the search.
Saved Lists – Provides links to saved lists of students you have created. These lists will always return the same set of students; however, users may manually add or remove students/items from the saved lists.
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Student Search by Name or ID To display the list of students whose first or last name begins with a particular letter or letters or whose ID begins with a particular number or numbers, begin typing the information into the Student Name or Number Search field. When using the Student Name or ID field to look up a student, the records displayed will be based on the checkboxes selected:
Active – Students who are currently enrolled in your school will be included.
Withdrawn – Students who are withdrawn but were enrolled in your school at some time during the current school year will be included.
Incoming – Students who are not yet enrolled but have an enrollment record for your school for some time between now and the end of the current school year will be included.
Exploring A Student’s Record The Student Demographic Data displays and allows users to view student’s information. There are six tabs within the Demographic Data page.
School Specific
Overview
Personal Info
Address/Phone
Medical Info
Federal Info
The control bar will appear on the left once the student’s record is opened. Each functional area in the control bar links to the corresponding page for that student.
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View Multiple Student’s Record There are times in which users need to work with a group of students, either to review certain information for each OR to enter/update data for each student. 1. Once a group of students are identified and selected, click the blue link for the first student in the list to open his/her Demographics page. 2. Click the Soc Wrkr Cases link and navigate within the Social Workers page. 3. Click the “Prev” or “Next” button to scroll forward and back and update the necessary information.
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Editing Grid Column Display Much of the Social Worker Cases information stored in SMS is displayed in a “grid”, which is basically a table format with rows and columns. Users may edit these grids by choosing the columns of data to be displayed AND defining the column(s) by which to sort the data. Grid views are Role specific, and are set up for each role separately. These instructions apply to any and all grids throughout SMS. Note: Once the user edits a grid, the columns displayed and the sort order will remain intact for that grid and user role. If the user switches roles and views the grid under a different user role, the grid may be formatted differently. Choosing Columns To edit the columns displayed in a grid, click the Choose Columns corner of the grid. A List mover will open.
icon in the upper-right
Example: Social Worker Cases Grid
The columns currently displayed in the grid will appear in the list box on the right. The columns are listed in the order in which they will appear on the grid from left to right. A list of additional columns available for display will appear in the list box on the left. 4. Double-click the column names to move them back and forth between the two boxes, leaving those to be displayed in your grid in the Selected box on the right. Columns may also be moved by selecting/highlighting the name and clicking on the right or left arrow buttons in the center of the list mover. 5. To change the order of the columns that will be displayed in the grid (from left to right), click to select/highlight a column name in the box on the right and then click on the up and down arrows to the right of the box. 6. Click the OK button at the bottom of the page once satisfied with the column selection and order. 7. To restore the column selections to the default settings, click on the Restore Defaults button. Then click OK.
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School Social Workers Changing the Sort Order To change the order by which the records are sorted, click the Sort corner of the grid.
icon in the upper-right
A list of the available columns will appear in the list box on the left. The columns by which the grid is currently sorted will appear in the box on the right. 1. Double-click column names to move them back and forth between the two boxes, leaving those by which the records are to be sorted in the Selected box on the right. 2. If selecting multiple columns, they must be listed in the order of priority (i.e. the records will be sorted FIRST by the data in the first listed column, then by the data in the next column, etc.). To change the priority of the selected columns, click to select/highlight a column name in the box on the right and click the up and down arrows to the right of the box. 3. By default, records are sorted in ascending order (i.e. A-Z). To change the order for an individual column, click to select/highlight a column name in the box on the right and click the Change Sort button between the two boxes. The sort order will be designated as Asc or Desc in parenthesis after the column name. 4. Once satisfied with the column selection/order, click the OK button at the bottom of the page.
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Print Grids The grid print icon is in the upper right corner of every grid. This icon provides the ability to print the grid to a .pdf file which can be sent to a printer or saved to a hard drive. The option of opening or saving the grid data in a format that can then be manipulated in Word or Excel also exists. Print a Grid 1. Click the grid print icon
to open the Grid Print Options Page.
2. To add a heading (optional) to the first page of the report, enter it in the Report name field. 3. To add a comment to be displayed at the bottom of the report, enter it in the Comment box. 4. To have the school name appear at the top of every page, click the Include school/district name checkbox. 5. Under Paper options, make sure Letter size is selected. 6. To print landscape, select the Format is: Landscape. Otherwise, leave the page format at Portrait. 7. To print the grid to a file that is NOT a .pdf file, (for exporting or further manipulation) select another file type from the Report format drop-down list. The recommended alternative is the *.csv (comma separated value) file type. A *.csv file will open in Microsoft Excel. 8. Click Print.
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MANAGING SOCIAL WORKER CASES Accessing the Social Worker Cases Page From the Home Page, enter the student name or student ID number in the Quick Search field to bring up a student record.
Once the student’s Demographic record is displayed, click the Soc Wrkr Cases link on the control bar. This will open the Social Workers page. The top of this page displays basic Student Information.
The Case Information grid displays a history of all Social Worker Cases entered for the selected student.
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Adding a Social Worker Case to a Student’s Record 1. To add a new case to a student’s record, click the Add button.
2. Enter the following information in the Case Details panel:
Date Referred: Enter the date the student was referred to the Social Worker.
Referring Source: Enter the origination of the referral (i.e. IEP, teacher, administrator, etc.).
Date Opened: REQUIRED Enter the date the case was opened.
Case Worker: Select the name of the Social Worker assigned to the case.
Counseling Focus: REQUIRED - Select the main focus of the case.
Referral Type: REQUIRED Select the type of sessions to be held with the student (individual or group).
Date Closed: Enter the date the case is closed (if applicable).
MRP: Make the appropriate selection, indicating whether or not the student is to be given a more restrictive placement (i.e. a student transfers from traditional school to a “special” school OR a student transitions from GROUP sessions to INDIVIDUAL sessions, in which case the MRP is set to YES on the Group case, the Group case is closed, AND a new CASE is opened for the Individual sessions).
Final Outcome: Make the appropriate selection, indicating the student’s overall progress toward the Counseling Focus.
Counseling Written Out: Make the appropriate selection, indicating whether or not counseling was written out for the student.
Curriculum Used: Enter any curriculum used with the student through the duration of the case.
3. Once the information is entered completely, click the Apply button to save the changes and remain on the same page OR the OK button to save the changes and return to the previous page.
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Adding a Sessions to a Case Once a case has been recorded in SMS, a separate record for each session held with the student is to also be entered in SMS. These sessions are to be entered in the Session Information grid at the bottom of the Social Workers Case page.
1. To add a session to the grid from within the Social Workers Case page, click the Add button. This will open the Session Details page. 2. Enter the details of the meeting.
Referral Date: Enter the date on which the session/meeting was held.
Time Spent: Select the length of the session/meeting.
Outcome: Select the outcome of the individual session/meeting.
Group ID: If the student’s CASE was identified as a Group Referral, select the number of the group meeting during this session. NOTE: Social Workers will need to assign a number to every different group of students meeting throughout the year. For example, if students A, B, and C meet together for the first semester and are identified as Group 1, students A, D, E, and G meet together all year as Group 2, but then during second semester, students B, C, D, and F meet, they would have to be identified using a different number (i.e. Group 3).
3. Once the data is entered completely, click the OK button at the bottom of the page to save the changes and return to the previous page.
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SEARCHES FOR SOCIAL WORKERS The following searches can be used to identify students based on Social Worker Case data entered in SMS.
Finding Students Current Year Cases Missing a Counseling Focus OR Referral Type All cases are required to have one Counseling Focus and one Referral Type (Group or Individual) selected. The following search will assist users in identifying students who have cases missing any of this required information. It is recommended this search be run periodically to identify these students and enter the missing data before the end of the school year. Missing information will result in data not being reported in the Annual Report. 1. From the Home page, click the Advanced Student Search link; then click the Detail tab. 2. Click the Select a field… link and choose the Case Management Category. 3. Select the Date Opened field and change the equals operator to is greater than or equal to. 4. Click the Enter a value… link and enter the first date of the current school year.
Where XX represents the beginning of the t h l
5. Click the Add button. 6. Click the Select a field… link and choose the Case Management Category. 7. Select the Counseling Focus field, keep the equals operator, and select N/A as the value. 8. Click the Add button. 9. Click the Select a field… link and choose the Case Management Category. 10. Select the Referral Type field, keep the equals operator, and select N/A as the value. 11. Click to the left of the 2nd and 3rd criteria statement to select (they will be highlighted in blue) and click the Group button. Then click the OR button between the two statements. Where XX represents the beginning of the current school year.
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Searching for Students with Social Worker Cases 1. From the Home page, click the Advanced Student Search link; then click the Detail tab. 2. Click the Select a field… link and choose the Case Management Category. 3. Scroll down and select the Case Type field.
4. Keep the equals operator. 5. Click the Enter a value… link and choose Social Workers.
6. Click the Search button. The grid populates with only those students who HAVE Social Worker cases. NOTE: This search can be further refined to students with cases opened during a specific time frame or with a specific focus or referral type by adding additional criteria statements.
Where MM/DD/YYYY represents the month/day/year of the case opened.
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Finding Students Assigned to a Specific Social Worker 1. From the Home page, click the Advanced Student Search link; then click the Detail tab. 2. Click the Select a field… link and choose the Case Management Category. 3. Scroll down and select the Case Worker field.
7. Keep the equals operator. 8. Click the Enter a value… link and select a Social Worker name. 9. OPTIONAL: To limit to cases opened during the current school year: a. Click the Add button. b. Click the Select a field… link and choose the Case Management Category. c. Select the Date Opened field, select the is greater than or equal to operator, and enter the first date of the given school year as the value. 10. Click the Search button. Where XX represents the beginning of the current school year.
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HELPFUL SMS REPORTS A variety of reports are available in SMS. Below is a list of those most commonly used by Social Workers. See the Report Catalog for the corresponding category of reports for explanations/examples of each report.
Elementary Grading Reports Catalog
PWCS Elementary Progress Report - This report will provide a list of interim grades earned.
PWCS Report Card Grade 1-5 - This report generates student report cards for students in grades 1-5 and is used to reflect marking period grades.
PWCS Report Card KG This report generates student report card for students in grade KG and is used to reflect marking period grades.
Secondary Grading Reports Catalog
PWCS_Secondary Progress Report - This report will provide a list of interim grades earned.
PWCS_Secondary Report Card - This report generates student report cards for students and is used to reflect marking period grades.
Secondary Scheduling Reports Catalog
StudentSchedules_PWCS – This report generates the student’s full schedule, which includes the Period, Term, Section ID, Course ID, Course Title, Room Number, and Teacher names.
Student Attendance Reports Catalog
Student Cumulative Attendance Report - This report shows a complete attendance history for a student along with school comments. NOTE: The Daily Attendance Code Calculation must be run (by the Attendance Secretary) prior to running this report if current day attendance is to be included.
Student Behavior Reports Catalog
Discipline Profile Report - This report provides a separate report for each student, listing all incidents in which they are/were involved.
Student Contact Reports Catalog
Emergency Information Card PWCS – Used to generate the pre-printed Emergency Card.
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Student Lists/Rosters Catalog
Social_Worker_Case_Info_PWCS – This report provides a summary of the cases opened between the specified date range for each student.
Student Conferences List PWCS and Student Conferences Record PWCS – These reports provide users with a generic information regarding all conferences/meetings held with students during a specified date range, to include the date, time, type of conference, school, and staff member. Conferences/meetings with School Administrators, School Counselors, Attendance Officers, Social Workers, and optionally Nurses are included in the results.
To view a complete list of reports available 1. Select Admin Reports from the control bar at the top of the page. 2. Scroll down to view the various reports, which are categorized by the type of data included. To run a report to print, save, or email (without manipulating) 1. Click the name of the report. 2. Complete the report interface as applicable. 3. Click the Run button. To run a report to further manipulate in MS Excel (sort, filter, add/remove records/fields, etc.) 1. Click the name of the report. 2. Complete the report interface as applicable. 3. Expand the Output Options panel. 4. Select Comma-separated values (*.csv) from the Report Format box. 5. Click the Run button.
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Customizing the My Reports List The My Reports link on the menu bar displays an alphabetized list of the first twenty reports in PowerSchool SMS. This list may be customized by the user to display only those reports the user accesses most often. To create a list of up to 20 reports that the user accesses regularly: 1. Click the My Reports link on the menu bar and from the window, select Edit List. A comprehensive Grid View of the PowerSchool Reports is viewed.
2. Click to select the checkbox to the left of each report to be added to the customized list of My Reports (i.e. those used frequently). Click the Selected label at the top of the grid to limit and verify the list of reports selected. TIP: To search for a report by name, enter a keyword into the Search within results box to change the list to display only those reports with the keyword. To return to the list of available reports, remove the keyword in the search within results box. 3. Click the Apply button to save the selections. 4. To add to or remove from the list of selected reports on the My Reports menu at a later time, select My Reports Edit List and then click the GREEN selected link at the top of the grid. The entire list of available reports will be displayed; changes may then be made by selecting or deselecting reports from the list.
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