PowerSchool Administration & Management Quick Reference Card Using PowerSource

SIS Management Cycle

https://powersource.pearsonschoolsystems.com

While you are using PowerSchool, there are several events or processes that happen during the year that you need to be aware of, including:

Home 1. 2. 3. 4.

Change your information under My Setup Add PowerSource users through the Account Management tab Use My Cases to submit or view a PowerSchool case View or download Knowledgebase articles for helpful information 5. Click Bookmark to add an important Knowledgebase article to My Bookmarks 6. Click Watch to be notified when a Knowledgebase article is updated

Training Calendar The Calendar lists available training events for the upcoming months.

Distance Learning Take advantage of our latest online training offerings.

Community - Download Center PowerSchool users can download or share custom data templates, reports, and Web Pages. To get to the Download Center, click the Community tab, then Download Center.

Contacting PowerSchool Support The phone number for Support is 866-434-6276. Note that only authorized Technical Contacts can call in. Be prepared to provide your Customer Number.

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Preparing State Reports End of Term Process Scheduling Process Kindergarten Pre-Registration Summer School Preparation End of Year Process Beginning of a New School Year Refer to the training calendar on PowerSource to find the following first-year training options: State Reporting End of Term Process Scheduling End of Year Process Beginning of a New School Year

PowerSchool Administration & Management Security and Staff Management Security Groups 1. 2. 3. 4.

From the Start Page, navigate to System > Security Click Groups Click a Group Name Change the following as needed: Default Access to data Can Modify Schedules PowerScheduler Access Report Queue Priority Accessible Log Types Accessible Incident Types Accessible Student Screens

Setting Page Permission Security 1. 2. 3. 4. 5.

From the Start Page, navigate to System > Security Click Access to Page Permissions Select On from the “Turn modify permissions” menu Click Submit Navigate to a PowerSchool page for which you want to change a group’s security setting (ex: System) 6. Click Modify Access privileges for this page at the bottom of the page 7. Change a group’s access by selecting the appropriate Level of Access option 8. Return to the Access to Page Permissions page and select Off from the menu

IP Address Restrictions 1. 2. 3. 4.

From the Start Page, navigate to System > Security Click IP Address Restrictions Click New Enter the IP addresses for which you want to deny access to PowerSchool and click Submit

Logon Attempt Restrictions 1. From the Start Page, navigate to System > Security 2. Click Logon Attempts Restrictions 3. Check Disable IP Address after and enter the number of attempts a user gets to enter a valid user name and password before his or her IP address is locked 4. Restart the server to make the changes take effect or wait for the nightly process

Database Security (ODBC) 1. From the Start Page, navigate to System > Security 2. Click Database Security 3. There are two different ODBC passwords you can create: PSNavigator password: Restrict access to both tables and views DataMiner password: Restrict access to views only

Passwords for Overriding a Section Enrollment and Deleting a Section 1. 2. 3. 4.

Click School at the top of the PowerSchool page Select District Office from the menu On the Start Page, click District Click Miscellaneous There are two passwords you can create: A password to delete a section A password to override a section’s enrollment if the section is full

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PowerSchool Administration & Management Adding Staff Members 1. Click Staff on the Start Page 2. Click New Staff Entry 3. Complete the fields on New Staff Member page according to your school’s policy 4. Enter the new staff member’s ID number; this is a required field and must be alphanumeric (ex: jsmith09) 5. Click Submit 6. Click Security Settings to edit the new staff member’s security access 7. If the staff member will be given administrative access to PowerSchool, assign an Admin Login ID and Admin Password, and select Yes from the “Log in to administrative portion of PowerSchool?” menu 8. If the staff member is a PowerTeacher Administrator user, select Yes from the “PowerTeacher Administrator user?” menu 9. If the staff member is a ReportWorks developer, select Yes from the “ReportWorks Developer user?” menu 10.If the staff member is a teacher, select the gradebook he or she will use, and assign a Teacher Login ID and Teacher Password 11.Click Submit

Managing the Report Queue Report Queue Preferences Use the Report Queue settings to manage how long reports are kept on the server. 1. From the Start Page, navigate to System > Report Queue Settings 2. Click Preferences “Automatically delete jobs completed after” controls how many days a report is kept on the server after has been run “Maximum pending jobs per user” limits the number of reports a user can have active at one time “Number of report processes” restricts the number of reports that can run at the same time

Report Queue Status The Report Queue Status shows you how many jobs are pending and completed. The Report Processes section lists the jobs currently running. 1. From the Start Page, navigate to System > Report Queue Settings 2. Click Status 3. Click the “Pending jobs on server” number to view the list of pending jobs on your PowerSchool server 4. Click the “Completed jobs on server” number to view the list of completed jobs on your PowerSchool server 5. Cancel a job by checking the box next to the Report Process name and clicking Cancel Selected Jobs

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PowerSchool Administration & Management Using Direct Database Access and Export

Match Selection

DDE

Match Selection is a way to find a data set that requires joining multiple tables in PowerSchool. For example, you might use Match Selection to find all the 8th graders who are failing Math.

Direct Database Export (DDE) is used to export your data and view and modify it outside of the PowerSchool database. You might use DDE to find relationships between grades and frequent absences. 1. Navigate to System > Direct Data Export (DDE) 2. Select StoredGrades (31) from the Current Table menu 3. For the first search criteria, set the following values: TermID = 1800 4. For the second search criteria, set the following values: StoreCode = S1 5. Check Search all [x] records in this table 6. Click Search all records in this table 7. For the first search criteria, set the following values: Absences > 5 8. Click Search within the current [x] records only 9. Click Export Records 10. Select the following fields to export: Absences Grade 11. Click Submit

1. 2. 3. 4.

Navigate to System > Direct Data Export (DDE) Choose Sections (3) from the Current Table menu Click Select all [x] records in this table For the first search criteria, set the following values: Course_Number = MAT300 5. For the second search criteria, set the following values: TermID >= 1800 6. Check Search only in records belonging to [your school] 7. Click Search all [x] records in this table 8. Choose PGFinalGrades (95) from the Current Table menu 9. Click Select all [x] records in this table 10. Click Match Selection 11. Choose Sections from the menu 12. Click Proceed to match selection 13. For the first search criteria, set the following values: Grade = F 14. For the second search criteria, set the following values: FinalGradeName = S1 15. Click Search within the current [x] records only 16. Click Table View

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PowerSchool Administration & Management Accessing DDA

Parent Access

Use Direct Data Access (DDA) to directly alter records in PowerSchool, when a better means is not available. For example, you might use DDA to change a course’s potential credit. Be sure to back up your data before making any changes with DDA.

At the beginning of the year, assign user names and passwords to parents and guardians not previously listed in PowerSchool.

1. Log in to PowerSchool as an administrator 2. Type the following address into your browser: http:// [your server address]/admin/tech/usm (DDA is not accessible through any menu in PowerSchool) 3. Choose StoredGrades (31) from the Current Table menu 4. For the first search criteria, set the following values: Course_Number = MAT1001 5. For the second search criteria, set the following values: TermID = 1801 6. Check Search only in records belonging to [your school] 7. Click Search all [x] records in this table 8. When the search finishes, click Modify Records 9. Choose PotentialCrHrs from the field menu 10. Enter 3 for the field value 11. Click Modify Selected Records

Enabling 1. From the Start Page, navigate to Special Functions > Assign IDs & Passwords 2. Check Don’t overwrite any existing IDs or passwords to preserve IDs and passwords for parents and guardians who are already in the system 3. Check Assign Guardian Web IDs and passwords 4. Select the number of characters you want the IDs and passwords to be 5. Click Submit

Disabling 1. On the Start Page, click All to select all students 2. From the Group Functions menu, click Student Field Value 3. On the Student Field Value page, change the following values: Enter the field name AllowWebAccess as the Field to Change Check Clear Field Value 4. Click Submit To re-activate parent access, follow the same steps, but set the field value to 1. Use field name Student_AllowWebAccess to enable or disable student access to PowerSchool.

Changing Access for an Individual Guardian 1. On the Start Page, search for the individual student 2. Click Modify Info 3. Enter a Guardian web ID and Guardian web PW and click Submit 5