POWERSCHOOL SMS FOR THE ELEMENTARY CLASSROOM TEACHER

POWERSCHOOL SMS FOR THE ELEMENTARY CLASSROOM TEACHER PowerSchool SMS For Elementary Teachers In Prince William County Public Schools (PWCS), student...
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POWERSCHOOL SMS FOR THE ELEMENTARY CLASSROOM TEACHER

PowerSchool SMS For Elementary Teachers 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 295Acceptable 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

PWCS SIS OFFICE

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PowerSchool SMS For Elementary Teachers

Table of Contents What is PowerSchool SMS? .......................................................................................................................................4 Roles and Security......................................................................................................................................................4 Login to SMS CHANGE PAGE ..................................................................................................................................5 SMS Icon on the PWCS Intranet ....................................................................................... 5 Change Password Screen ..........................................................................................................................................6 Synchronizing With PowerTeacher Gradebook .........................................................................................................6 Locked Out of PowerSchool SMS (and Gradebook) ..................................................................................................7 PowerSchool SMS Home Page (My Classes) ...........................................................................................................8 Customizing The Home Page .................................................................................................................................. 10 Add a Quick Link for the PowerTeacher Gradebook ........................................................... 11 Add a Custom Quick Link .............................................................................................. 11 Remove Quick Links ..................................................................................................... 11 Student Search ........................................................................................................................................................ 12 Creating a Personal View ........................................................................................................................................ 13 Changing and Deleting a View from User Settings ............................................................ 15 Changing and Deleting a View from Search Results .......................................................... 16 To delete a personal view: ............................................................................................ 16 Class Rosters .......................................................................................................................................................... 17 Select Students ........................................................................................................... 17 Choose Roster Columns ................................................................................................ 18 Sort Roster Columns..................................................................................................... 18 Print a Roster - PDF ...................................................................................................... 19 Print a Roster – Screen Print.......................................................................................... 20 Student Demographics ............................................................................................................................................ 21 Attendance ............................................................................................................................................................... 23 Attendance Details from the Roster ................................................................................ 24 Grades in PowerSchool SMS .................................................................................................................................. 25 By Class ...................................................................................................................... 25 By Student .................................................................................................................. 26 Reports For The Classroom Teacher ...................................................................................................................... 27 Report Filters: ............................................................................................................. 28 Report Output Options: ................................................................................................. 29 Adobe Acrobat PDF Output Option .................................................................................. 29 Output Option to CSV and/or Excel ................................................................................. 30 Customizing The My Reports List .................................................................................... 31 Reports that Teachers May Run ...................................................................................... 32

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PowerSchool SMS For Elementary Teachers

What is PowerSchool SMS? PowerSchool SMS is a centralized web-based student management system that is accessed from the web browser. School and district staff use PowerSchool SMS to create and access school and district information in real-time.

Roles and Security When working with student and teacher information, not all information is accessible to all users. PowerSchool SMS grants access permission to users based on roles. After logging on to PowerSchool SMS, a role-based home page is displayed for your default role of Teacher. This page provides quick access to the features available for the Teacher role and can also be further customized.

Each user is assigned at least one role and possibly several roles. For example, if you are a teacher of Special Education or ESOL students, or a teacher at two separate schools, you can have two or more roles – one for your function as a classroom teacher and one as the Case Manager or one teacher role for School A and another for School B. From your single logon you can switch between roles by going to the Role link on the far right hand side of the Home page and selecting Switch Roles. Roles are assigned by the SIS Office at the request of the School Administrator. Teachers who require access to students other than the ones that they teach may have an additional Role that allows them to view other students. Additional roles must be requested by the School Administrator via a SMS Help Request ticket.

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Login to SMS CHANGE PAGE Enter your PowerSchool SMS User ID. This should be the same as your PWCS User ID. Enter your PowerSchool SMS Password. This will be the password that you were given when you were assigned access to PowerSchool SMS. The password may have been provided by your ITC or sent to you in an email from PowerSchool SMS.

Note: This password is not associated with the PWCS or Email account passwords. Changing your Email password DOES NOT affect the PowerSchool SMS password. Changing the PowerSchool SMS password only affects your access to the Gradebook, and does not affect PWCS or Email passwords.

SMS Icon on the PWCS Intranet (Any school-based workstation may be used to access the PWCS Intranet.) Open a web browser window. From Favorites, select the PWCS Intranet, or type the following URL:

http://myportal.pwcs.edu Login to the Portal single Sign In with your PWCS UserID and Password. Click on the Drop Down list on the left hand side of the Intranet portal home page. From the list, select and highlight the SMS entry. Click on the GO button below the list. This will launch the SMS application.

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Change Password Screen To change your password for PowerSchool SMS, from the PowerSchool SMS Log on screen, click the Reset Password link after entering your User ID and current Password. You MUST know your current password in order to use the reset function. A box will display prompting you to enter: 1. the current password, 2. a new password, 3. confirmation of the new password Passwords are case sensitive and must contain the following criteria: 1. 2. 3. 4. 5. 6.

Must be a minimum of 8 characters At least 1 special character A Capital Letter and lowercase letters A number No more than 3 repeating characters Cannot have been used as a password the last five times the password was changed successfully.

Synchronizing With PowerTeacher Gradebook When you have changed your PowerSchool SMS Password, you will have immediate access to PowerSchool SMS. However, your new password will not allow access to PowerTeacher Gradebook until the overnight PowerTeacher Gradebook synchronization process has run. The synchronization process is run twice a day, once early in the morning and again late in the evening. You may not have access to the PowerTeacher Gradebook with your new PowerSchool SMS password until 24 hours have passed. The Gradebook may be accessed with the old password until the synchronization process has occurred. Time of Day

Event

PowerSchool Password

PowerTeacher Password

8:00 AM

Normal Log In

Old Password

Old Password

11:00 AM

Got Locked Out

Temporary Password

Old Password

1:00 PM

Reset or Changed SMS Password

New Reset Password

Old Password

9:00 PM

Overnight Process

New Reset Password

New Reset Password

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Locked Out of PowerSchool SMS (and Gradebook) If a user mistypes their password more than three times, they will get “locked out”.

The SMS Team will receive an alert that a user has locked themselves out of SMS, and will manually reset the user’s account, generating an email from PowerSchool SMS to the locked out user that includes their User ID and a new temporary SMS Password. The SMS team recommends that the user login with the temporary password as soon as possible as temporary passwords may expire overnight. 1. Monitor your email account for the mail from PowerSchoolSMS. The subject line of the email may be: Important! Your Username and Password. 2. Open the email, then COPY the 8 characters of the temporary password. To copy, highlight the password using the mouse, right click and select COPY. 3. Go back to the SMS log in screen. Type in your Username and then PASTE the temporary password copied from the email into the Password field. To paste, right click on the mouse and select Paste. Click the Sign in button. 4. The screen will expand to a 4 line login screen and a message will appear stating that the temporary password has “expired.” This is NORMAL. 5. Paste the temporary password that was copied from the email in AGAIN into the Password field. Type in a NEW password into the New Password field and then retype it into the Confirm password field. The new password must meet the criteria outlined on page 6. Click Sign in.

Paste in temporary password AGAIN here

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PowerSchool SMS Home Page (My Classes) Menu Bar

Page Path/Page Name

Task Bar

Quick Search

Menu Bar – Displays on every page and contains links to Search, Class, Reports, etc. The content varies according to the selected role. Page Path/Page Name Bar – Indicates where you are in the system and how you got there. Use Page Path bar links to move back to a previous screen. Task bar – Contains the Actions Menu - Displays available commands in menu format. Actions Menu – Displays the available actions that may be taken on the page viewed. Quick (Student) Search – Used to look up students either by name or Student ID. Will only display those students assigned to the teacher for one or more classes. Display By – Displays classes (default) alphabetically for grading and attendance entry or by Day and Period order for today’s attendance entry.

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PowerSchool SMS For Elementary Teachers My Classes - Lists the classes assigned to the teacher with links to the class roster, attendance and grading screens. Roster lists – Displays class rosters for all of the classes for this teacher. Grading lists – Displays all classes for which the teacher can enter grades. Attendance lists – Displays the attendance list for the teacher’s homeroom and for each class in which the teacher can take period attendance. Control Bar

Student Hyperlinks

Page Print Icon

Control Bar - Displays links for functional areas. The contents/links on the Control Bar will change as you switch pages throughout the program. (Student) Hyperlinks – Selecting a hyperlink will open additional information or a new page. Student hyperlinks will change to the student demographic pages. Page Print Icon – Allows the user to print the information contained on the current page. Page Selector – (When needed, is located next to the printer icon) Will display the number of pages required to show the information being viewed, up to 30 students per page. If there were more than 30 students in the class, the remaining students would appear on a second page. Use Prev and Next links to move between pages.

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Customizing The Home Page The Home Page may be customized to display hyperlinks to Reports that are used most often by the teacher.

1. From the Actions menu, select Customize Home Page. 2. A list of Available reports is displayed. 3. Using the List mover, select a report from the left panel and move it to the right panel. The list will sort the reports alphabetically. 4. Click OK when all of the desired reports have been added.

Reports may be added or removed from the listing as needed. To remove a report, select the name of the report in the right panel and click the centered Remove button.

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PowerSchool SMS For Elementary Teachers Add a Quick Link for the PowerTeacher Gradebook 1. On the My Classes Home page, click on the Actions menu 2. Select Customize Home Page 3. The first list mover contains Reports. Scroll down to the Quick Links list mover. 4. In the Quick Links, from the Available Quick Links list, click PowerTeacher Gradebook 5. Click Add 6. Click OK 7. On the Home page, click the newly added quick link (PowerTeacher Gradebook) to navigate to the PowerTeacher Gradebook Login window

Navigating to and logging in to PowerTeacher Gradebook from the Quick link does not log the user out of PowerSchool SMS or close the PowerSchool SMS browser window. If left open, the user will be logged out of SMS after 15 minutes of inactivity.

Add a Custom Quick Link A user can add a Quick Link on the home page to a PowerSchool SMS screen that they go to often. 1. Navigate to the page of choice 2. From the Actions menu, select Quick Links > Quick Link this Page. A dialog box appears 3. In the Quick link name field, enter a meaningful name describing the page and click OK 4. In the task bar, click Home 5. The link is now on the quick links panel.

Remove Quick Links To Remove a quick link that has been added to the home page: 1. On the Home page, on the Actions menu, click Customize Home Page 2. In the Quick Links panel, from the Quick Links on Home Page list, click the custom quick link created in the step above 3. Click Remove 4. Click OK; the links are removed 5. In the task bar, click Home

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Student Search Teachers can use the Quick Search located in the upper right hand corner of the PowerSchool SMS window to locate and open a student record. Teachers can only see demographics for the students they teach. When using the Quick Search, start typing the first or last name of a student to get a list of students that meet the criteria. The teacher can also enter a Student ID (their 6 digit number) to locate the associated student.

From the Home Page, the teacher may also search for students by selecting the Search link In the Menu Bar, selecting Student, and then selecting the appropriate grade level button or the “My Students” hyperlink in the Quick Search window.

The results are displayed in a grid format that may be printed.

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Creating a Personal View The settings for the grid view may be personalized to contain columns of demographics that are useful to the teacher. Personal Grid Views may be printed or exported for use in Excel or Word. Teachers may have multiple personal grid views with different column selections. To create a Personal Grid View: 1. Hover over Admin on the Menu Bar, and select User Settings. 2. On the Grid Views tab, In the Feature Area drop-down list, select Student Search.

3. From the Actions menu, select Add Grid View > Personal View. 4. Enter a meaningful name of your choosing in the View name field (required). 5. Entering information into the View Description field is optional. 6. Click the checkbox next to Student Search/School Student /School Student in the grid.

7. Click Continue in the lower right hand corner of the window.

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8. In the Define columns panel, select a Category from the drop down menu. Each Category contains different columns of information that may be displayed on the Personal Grid View. 9. Select the desired column heading in the Available columns portion of the list mover and then click on the right pointing arrow button to move the column over to the “Selected Columns” side. 10. To move the column back to the “Available columns” side, click on the column label to select it and then use the left pointing arrow. 11. To change the order of columns on the “Selected Columns” side, click on the column that is to be moved and use the up and down arrows on the right side of the box.

12. Scroll down to the Define Sorting panel to select how the student records will be sorted in the grid. 13. Select the column(s) to be used to sort from the “Available Columns” side and double click to move the column over to the “Selected Columns” side. The sort column does not need to be a displayed column.

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PowerSchool SMS For Elementary Teachers 14. If more than one column is added to the Selected Columns box, the grid will have a multi-level sort. For example, if the first item in the Selected Columns is “Gender” and the second item is “Grade”, the grid will first be sorted by gender and within gender by Grade. NOTE: By default the data is sorted in ascending order. To change this to descending order, click the column heading in the Selected Columns box and click the Change Sort button. 15. Click OK to save the new Personal View. To use the Personal Grid View: 16. Return to the Home Page. 17. Click on Search, Student in the Menu Bar. 18. Click on the My Students hyperlink. 19. Scroll down to the Search Results. 20. In the View dropdown box, select the new personal view. Personal views will start with (P). To change back to the default view, in the View dropdown box, select (G) StudentSeachDefaultView.

Changing and Deleting a View from User Settings The only views the user can change or delete are personal views that the user created. To change a Personal Grid View: 1. Hover over Admin on the Menu Bar, select User Settings. 2. In the Feature Area drop-down list, select Student Search. 3. Click the checkbox corresponding to the view to be changed and from the Actions menu, select Edit Grid View. 4. Click OK.

Edit the view from the Actions menu, or from the View Name column

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PowerSchool SMS For Elementary Teachers Changing and Deleting a View from Search Results A Personal View may be edited by clicking on the “Edit” next to the view name:

This will open up a screen to from which the user can modify the Personal View. Select a Category from the dropdown menu to add or delete columns. When finished, click OK to save and overwrite the existing view with the new selections.

To delete a personal view: 1. Hover over Admin on the Menu Bar, select User Settings. 2. In the Feature Area drop-down list, select Student Search. 3. Click the checkbox corresponding to the view to be deleted and from the Actions menu, select Delete Grid View. 4. Click OK.

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Class Rosters On the My Classes page, the teacher can access a roster for the homeroom and each class they teach. The teacher can access the demographic record for each student from the homeroom or class roster list page. 1. On the Home page, click a Roster icon

for a homeroom or class.

2. To return to the previous page, use the Page Path (breadcrumbs) bar. 3. Select a student on the roster to view student demographics.

Select Students 1. On the Home page, click a Roster icon

for a class.

2. Select all students in the roster by clicking on the checkbox next to Student Name at the top of the roster, or select specific students by clicking the checkbox in front of their name. a. From the Edit drop down menu, choose Select All to select all students in the class, b.

Deselect All to remove any selected checkboxes.

c. Select Include Withdrawn Students (Current Year) to include students who were in the class at sometime during the year but are no longer in the class or school. Note: When viewing a homeroom class, the Edit options described above are not available. To select all students in the homeroom roster, click the checkbox next to Student Name at the top of the roster.

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PowerSchool SMS For Elementary Teachers Choose Roster Columns 1. On the Home page, click a Roster icon

for a class.

2. From the Edit Menu, select Choose Columns 3. The list mover on the left contains the available columns. Select an item and use the move the selected item to the right panel.

to

4. The Up and Down arrows (far right) are used to reorder the selections. 5. Click OK to save the selections All class rosters will now display the selected columns. To change the columns or restore the default display, from the Edit menu, choose Select columns. Make the desired changes and click OK

Sort Roster Columns

1. On the Home page, click a Roster icon homeroom or class

for a

2. From the Edit Menu, select Sort 3. The Sort Options selections appear. Using the drop down menu, select the first sort criteria. 4. Use the radio buttons to select whether the sort is ascending or descending. 5. Select additional criteria as needed. Sorting may be conducted on criteria even if that criterion is not a displayed column.

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PowerSchool SMS For Elementary Teachers Print a Roster - PDF Once a roster has been opened, the roster may be as a printed as a PDF file. 1. On the Home page, click a Roster icon

for a class.

2. In the upper right hand corner of the roster is the Actions Menu. Select the Actions Menu and then select Print to generate a Grid Print Option window OR select the yellow printer icon directly above the grid view.

3. Complete the Grid Print options (example below) and select print. 4. A PDF file of the roster will be sent to the screen to be saved to the computer desktop or to the My Documents folder, or sent to a physical printer to be printed. When printing a roster as a PDF, the entire roster will print, even when the current view is for the first or second page.

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PowerSchool SMS For Elementary Teachers Print a Roster – Screen Print Once a roster has been opened, the roster may be printed directly from the screen. 1. On the Home page, click a Roster icon

for a class.

2. In the upper right hand corner of the roster is a printer icon. Click on this printer icon to generate a printed copy of the page as VIEWED.

Note: If the number of students displayed is more than one page (1-30 of 36) a screen print will print only what is viewed and will not list the information from the second page.

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Student Demographics To open a student’s demographic record, click on the student’s hyperlinked name in the roster. Teachers can only see demographics for the students they teach. 1. On the Home page, click a Roster icon

for a class.

2. From the resulting list, select all students by clicking on the checkbox next to the label for the Student Name 3. Then click on the first student hyperlink by clicking on the student’s name 4. From the Homeroom Roster, the student’s Demographics page is viewed. When selecting a student from a class roster, the default page displayed will be the Schedule. Choose Demographics in the blue Control Bar on the left to view the student’s Demographics information. A user can open multiple student records by selecting the required student records in the roster or search results list (check the checkboxes) and then selecting the first student in the roster. A dropdown of student names will display on the page the user opens, as well as Next and Prev(ious) links to help the user to quickly navigate from one record to another. 5. Use the previous and next buttons or the student name dropdown to view another student’s class schedule. There are six tabs at the top of the Demographics page and multiple links to additional student information in the Control Bar on the left side of the screen.

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School Specific

Overview

Personal Info

Address/Phone

Medical Info

Federal Info

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PowerSchool SMS For Elementary Teachers Click on each tab to display the corresponding information for the selected student. Fields will display content only when that content is permitted to be viewed by the Teacher Role.

The control bar on the left will also change once the student’s name is selected. Each functional area in the control bar now links to the corresponding page for that student. For example, if “Schedule” is selected on the control bar, SMS displays the student’s schedule. To return to the Demographics page (the student’s “Home Page”), click Demographics at the top of the control bar.

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Attendance Attendance in the Elementary School is taken by the Homeroom teacher in Homeroom, and must be submitted to be recorded in SMS. During the attendance day, teachers may correct and resubmit their attendance. For example, if a student has been marked absent, but then arrives tardy, attendance may be changed to reflect the tardy and resubmitted. By default, all students are marked present. A teacher must take and submit their class attendance even when all students are present. 1. From the Home page, click the Attendance icon

for the Homeroom.

2. All students are marked P for Present by default. 3. Mark a student Absent by clicking the A to the left of the student’s name. 4. Mark a student Tardy by clicking on the T to the left of the student’s name. 5. Select from the Attendance column Dropdown the appropriate description of the absence or tardy. Minutes absent (tardy) may also be entered. 6. Enter a comment (optional) in the comments field.

When entering attendance, the user has the option to: 1. Submit marked entries (the “Not Submitted” notation at the top of the screen will change) OR 2. Submit and log off from PowerSchool SMS. Office staff can determine which teachers have not submitted attendance for a particular class or period (denoted by the red exclamation mark on the Attendance icon).

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PowerSchool SMS For Elementary Teachers Attendance Details from the Roster 1. On the Home page, click an Attendance icon

for the homeroom.

2. Select all students in the roster by clicking on the checkbox next to student name, or specific students by clicking the checkbox in front of their names 3. Click on the name of one of the selected students to open the Student Attendance Summary. 4. On the Student Attendance Screen, select a Date Range to review. Date ranges may be specified by Date, by Marking period, or by Month (attendance period). An Attendance summary may be viewed by opening the caret Attendance Summery”.



to the right of the label “Daily

Select a method: 1. By values – displays the number of occurrences of present codes and absent codes. 2. By type occurrences – displays the number of occurrences of individual codes. Attendance details display below the calendars. Scroll down to see attendance information. Summaries may be printed. The SMS printer icon is located at the top right corner of each summary.

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Grades in PowerSchool SMS Once a grading period has ended and grades have been submitted and imported from the teacher’s PowerTeacher Gradebook, the grades may be viewed in PowerSchool SMS. Teachers will not be able to modify grades for completed reporting periods on these pages. Corrections to grades are made by the school SMS Administrator. By Class 1. On the Home page, click the Grading icon to the right of the first class 2. Select a grading period from the dropdown on the top right of the page. If a particular class or selected marking period has too many columns to display on the screen at one time, navigate through the columns using the paging controls.

3. View the grades and comments submitted from the PowerTeacher Gradebook 4. Select the next class from the dropdown at the top left side of the page or by clicking on the Prev and Next links to the right of the current class to view those grades and comments 5. In the task bar, click Home Corrections to submitted grades and comments MUST be made in the gradebook by the teacher. Grade changes in the gradebook DO NOT change previously submitted grades in PowerSchool SMS. In PowerSchool SMS, corrections will be made by the PowerSchool SMS Administrator once the Grade Change Form or grade change process in place at the school has been completed.

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PowerSchool SMS For Elementary Teachers By Student 1. To view the scores for a particular student, select a class Roster 2. Select the student from the roster 3. Select Grades from the Control Bar 4. Select a Grading period from the dropdown (on the right side of the page) 5. View columns of grading information for the selected period. 6. In the task bar, click Home

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Reports For The Classroom Teacher There are numerous reports available to the classroom teacher from the Reports or My Reports Links on the Home page. Reports contain Preferences that allow the teacher to manipulate the report results based on need. Reports also contain filters to allow the report to be generated for particular students and Output Options to change the report from the default PDF output to a csv, word or excel file. Reports that the teacher uses most often may be added to the Home Page through customization of the Home page (see page 10).

Example: Class Roster Preferences: May choose a date range Generate a weekly or monthly report grid. Choose a Class, Homeroom or both Choose a sort option. Select an output option PDF is the default output option for reports. Many reports may also be output as CSV, Excel or Word files. Run the Report. To use the same parameters when running the report for subsequent instances, choose Save and Run.

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PowerSchool SMS For Elementary Teachers Report Filters: Filters allow the report format to be adjusted to seach for very specific students. The types of filters available depend on the formatting of the report. Some will have filters such as School and School Student, while others may include filters for classes, grade levels, subjects and other filter selections. Saved lists of students may also be used as a report filter. Expand the Filters (choose the caret symbol at the end of each filter label) to see what additional subsets are available. Each filter subset must also be opened to determine which data categories may be selected. When selecting a filter such as School Student, the category dropdown will give the user access to the demographic subcategories similar to those used when conducting a detailed student search. The Generic Category contains the most comrprehensive list of options. The Field is selected from the available criteria. The operator (equals, does not equal, etc.) is selected from the available dropdown list. Enter the criteria in the third box. Select Add Criteria.

If multiple criteria are entered, choose whether All Criteria is to be matched ( In Grade 3 AND Female) or if Any Criteria is to be match (In Grade 3 OR in Grade 4). If a criteria item is added and is them deemed to be unnecessary, it may be removed by selecting the criteria in the search criteria window and clicking remove at the bottom of the window.

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PowerSchool SMS For Elementary Teachers Report Output Options: Some reports include additional output formats, such as PDF, Excel files, and Word documents. PDF is the default output for most reports. Select the output option that suits your needs.

Adobe Acrobat PDF Output Option As an example, if the user has selected the Student Birthday List, the following Report Options pop-up will appear. There are filtering options of start day and end date, all students, or just selected homerooms. To run this report, enter the desired parameters and then click Preview. This particular Report does not have any output options and is run only as a PDF file. To find a student name or a piece of information printed in the report, while viewing the PDF, use CTRL + F, to open a search textbox, enter the text that is desired and press enter to conduct the simple search. The text will be highlighted in the PDF. Use the arrow keys to move to the next match or back to a previous match.

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PowerSchool SMS For Elementary Teachers Output Option to CSV and/or Excel When other output options are available, the information generated may be then used in a different program or format. For example, the Mailing Labels report is set up as a PDF that will print on Avery 5160 labels. The information output may be changed to a csv or excel file, and the data may then be manipulated within Excel and used in a Mail Merge on a different sized label. To view the data in an alternate output: Complete the displayed parameters for the report. In this example, enter the preferences for specific grades, or All for grade level, then choose the Output Option of .csv Report format. (Note, if choosing an .xls option, the user may run into additional formatting issues. It is suggested to use .csv instead.) Click Run.

When the File Download pop-up appears, click Open and the data will be displayed as an Excel file. The user can click Save to save the file/report to the hard drive and view the information later. From within the Excel program, the user can sort or view the data as needed using Excel tools.

PWCS SIS OFFICE

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PowerSchool SMS For Elementary Teachers 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 view the entire list of Reports, from the My Report Links, click on the All Reports hyperlink in the lower right corner of the window. The All reports link opens the listing of Reports in PowerSchool SMS, grouped by topic or function. To create a list of only those reports that the user accesses regularly, click on 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. Reports may be selected by placing a checkmark in the box in front of the report name. 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. To remove a report from the selected list, uncheck the checkbox, and the report will no longer be included in the personalized list. To change the selected reports (add or remove) on the My Reports menu, choose Edit List and then click on the GREEN selected link at the top of the grid. The entire list of available reports is viewed, and changes may be made by selecting (checking the checkbox) or deselecting reports from the list.

PWCS SIS OFFICE

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PowerSchool SMS For Elementary Teachers Reports that Teachers May Run The following is a short list of some of the reports that a teacher may use in SMS. Report Title

Information Contained

Student Mailing Labels (5160) PWCS

To the Parent/Guardian of Student Name and Address

Student List Report

LastName, First Name, Middle Name Student #, Grade Parent Contact, Phone, Address

Roster PWCS (Roster by Homeroom)

Student Name, Grade, Teacher Room #

Student Attendance Totals by Homeroom

Date Range – Student Roster of Excused and Unexcused Tardies and Absences

Student Birthday List Report

Roster sorted by Month with Birthday and age

Homeroom Roster Report

Roster with Weekly or Monthly columnar Grid

Student Directory Report

Name, Student Number, Grade Phone and Home Address Name, Phone and Address of Parent Contact 1

PWCS Elementary Progress Report

Interim Report Card Format – Grades

PWCS Elementary Report Card 1-5

Marking Period Report Card Format – Grades

PWCS Elementary Report Card KG

Marking Period Report Card Format – Grades

PWCS Elementary School Record Student Test History Report

PWCS SIS OFFICE

Page(s) per Student with list of test taken, date taken, school location, Pass/Fail and scoring

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