End-of-Year (EOY) for NC
Rosalyn Galloway
June 18, 2014
Audience
• Charter NC-SIS PowerSchool Coordinators
• Charter NC-SIS PowerSchool Data Managers
• Tech Directors
Purpose
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Describe End of Year (EOY)
Define LEA, DPI and Pearson responsibilities
Identify NC Specific Needs for EOY
Demo procedures
Discuss resources and support
Answer questions
What is End of Year (EOY)?
• Function similar to NC WISE that promotes students
to the next year school and next year grade at the
end of a school year
• Run at each LEA for all schools
• Shut-down window similar to NC WISE YET
– All PowerSchool instances will be shut-down
prior to running EOY in late June and remain
unavailable through first week in July
More About EOY
• Three processes that occur at the LEA level
– Validation: most reports and clean up can be executed by school staff
– EOY: performed on all schools in the LEA at the same time
– Post-EOY: most tasks may be completed by school staff
• Current year (SY 13/14) data must be corrected prior to EOY
– EOY will not complete if validation fails
• If using PowerScheduler, SY 14/15 schedules must be
committed prior to EOY (HS, MS) but after the last day of
school
• EOY must be run during shut-down window
Who Does What? - Responsibility
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Charter– Validate data
Charter– Communicate completion
DPI – Verify validation is complete for all LEAs
DPI / Pearson – Shut-down (Pearson back-up systems in place)
Charter or DPI – Run EOY (this part’s easy) during shut-down
DPI / Pearson – Re-connect and initiate PowerSchool Instances (ODS)
DPI – Complete year end processes for state’s integrated/dependent systems
DPI – Communicate systems up
Charter– Begin Post-EOY (SIS review, updates and local system integration)
Charter - Validate
• Begin now
• Run validations on End-of-Year Process screen
– DPI has turned off the Perform EOY and Promote Student option
– DPI will turn the option on and inform those Charters executing EOY
• Corrections at LEA and school level
Read Everything First –
End-of-year process Screen Path
Validation Processes
• DPI will provide the appropriate entry and
exit codes
Lather, Rinse, Repeat
• Begin validation and correction now
• Continue to run validation and correct data
until DPI shut-down window
• EOY validation tools can be used all year long
Validation Support
• Home Base Support Center (HBSC) available to
answer validation questions
• NC Specific Documentation on NC-SIS site
http://www.nc-sis.org/EOY.html
• Articles on PowerSource
– Some articles only accessible to LEA Technical contact
Charter- Communicate
• EOY requires 24/7 LEA contact
– Contact list located: http://www.nc-sis.org/EOY.html
– Call the Support Center if you have not provided contact information
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First and Last name
Home and Cell number
Last day of school
Who is running EOY? (DPI or Charter)
• Be prepared to run EOY by 6/27/2014 5pm
Integration and Dependency
• Integrated systems* are dependent on the
completion of EOY for all LEAs, however; no LEA may begin EOY
function before DPI shut-down communication
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ODS (Repository)
CFNC
CECAS
SchoolNet
Open Class
Test Nav
TNL – NCEES
*Examples
DPI – Verify Validation
• EOY will not be run until all LEAs/Charters
have completed validations
• Staff have been assigned and will be available
to assist Charters – contact HBSC
• LEAs/Charters are encouraged to run EOY
– a.k.a. ‘Push the button’
Charter / DPI – Run EOY
Wait…You want me to ‘Push the Button’?
• EOY is run after DPI shut-down is communicated
• Charter encouraged to run EOY
– ‘Pushing the button’ starts with a drop-down and ends with Submit
• If data is correct EOY function will run
• If process does halt, DPI 24/7 resource available
DPI - Shut-down Window
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Back-ups taken by Pearson Hosting
24/7 support for DPI from Pearson
24/7 support for LEAs/Charters from DPI
More detail pending on when to ‘push the
button’
DPI – Connect, Complete,
Communicate
• Pearson to re-connect ODS
• DPI / vendors complete end of year processes
for integrated systems
• Post-EOY validation tasks
– Individual contact with Charters as needed
• Communicate completion to state
Charter– Begin Post-EOY
• Post EOY- tasks
– System and data review
– Integrate local systems if needed
• First day of SY 14/15 is 07/07/2014
NC Specific Needs
NC Specific - EDDIE
• Authoritative Source for school Demographic information
– Cannot be updated during current year in preparation of EOY
1.
Make changes to PowerSchool
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Update EDDIE after 7/7/2014
• If changes are made to PowerSchool they must be made in EDDIE
• If updates are not made in both places, EDDIE will overwrite
PowerSchool.
NC Specific – EDDIE …
• EDDIE will feed data to PowerSchool beginning SY
14/15
• For school year 2014-2015, until the integration is
complete, please contact the Service Desk after EDDIE
has been updated to initiate the feed to PowerSchool.
• More
information: http://www.ncpublicschools.org/fbs/acco
unting/eddie/
NC Specific – Schools Below 300
• All Charters have ‘below 300’ schools
• Uses :
– students not included in state compliance reporting
– federal reporting
– created with a specific NC requirement
– charter specific needs
NC Specific – Schools Below 300 ..
• Examples
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292 – CECAS (program school – federal reporting)
293 – LEP (program school – federal reporting)
294 – Migrant (program school – federal reporting)
295 – Neglected and Delinquent (program school – federal reporting)
296 – FTE (NC specific requirement – allows updates to re-enrollment records)
297 – Homeless (program school – federal reporting)
123 – Happy Sunshine Daycare (completely made up as an LEA example)
NC Specific – Schools Below 300 ..
• All schools must be validated
• All schools must have Pre-EOY set-up tasks completed
• Program schools must have all NC grade levels defined
through grade 12
• FTE School must have all NC grade levels defined through
grade 13
NC Specific – Schools Below 300 ..
• If you are unable to see these schools in your drop-down list
and should have access, follow the steps for adding a school
to your security set-up
• DPI will update the Admission Status to N1 for active students
in school numbers below 300 after EOY
– N1 will ensure the PMR is not negatively impacted when
the student record is transferred to a traditional school
NC Specific –
Promotion/Retention/Graduation
Exit Codes specific to EOY will be added to PowerSchool
based on NC requirements
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W6 (W6 High school Graduate)
PRN (Promoted New School)
PR (PR Promoted)
RT (RT Retained)
RACD (Retention-Local Stds-Acad)
*default code for retentions
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RADM (Retention-Admin decision)
RATN (Retention-Local Stds-Atten)
RSTA (Retention-State Standards)
DEM (Demotion)
*special circumstances – example:
student’ s grade changes from
one numeric grade to a lower
grade
When retaining students, select the default retention code. Keep a list
of students whose retention record will need to be updated to the
appropriate retention code after EOY.
NC Specific – Transfers out of Charter
• Set the Default Next School to school number 296 (FTE
School)
• FTE school must have all grade levels defined
• Students must be placed in a Transfer Out status after EOY by
a member of the Charter School
NC Specific – Graduating Students
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Promoted with Exit Code W6
Must have next grade as 99
Must have next school as 999999 / Graduate School
During the school year 2013-2014 some early graduates were
mistakenly placed in the Graduated school
– DPI will move these students back to the original school of record for
reporting purposes and then move them back to the Graduated school
– More information on this process will be forthcoming
NC Specific – Program Schools - LEP
• Student records may be transferred to another
school in the district during the EOY
• Students who transfer out of the program or LEA
should be promoted or retained during the EOY
– The Next School should = 293.
– After EOY place the student record in a Transfer Out
state
• Must have all NC grade levels through grade 12
defined
NC Specific – Program Schools - CECAS
• Must be promoted to next grade and school or
retained in the program school
• May be transferred out to another school in LEA
• If student has reached grade 12 and is still receiving
services, set the Next Grade to 12
– Student will appear retained
– After EOY, make a note in the comment section of the
student’s Transfer record indicating the student has
achieved the highest grade level and still receiving services
NC Specific – Program Schools – CECAS..
• Graduates should be promoted with the exit code of
W6
• Must have Next School set to 999999 / Graduate
• Students who transfer out of the program or LEA
should be promoted or retained during the EOY
– Next School should = 292.
– After EOY is complete, place the student record in a
Transfer Out state
• Must have all NC grade levels through grade 12 defined
NC Specific – Program Schools
• Detailed information on Program Schools is
located in the End of Year User Guide:
http://www.ncsis.org/Documents/end_of_year/PS_EOY_Guide_ro
und3_final.pdf
Pre-EOY Tasks
• Complete in order
– Validate School Enrollments (recommended)
– Validate Section Enrollments (recommended)
– Print Reports (recommended) (see Appendix B for a
complete list)
• Print PowerSchool ‘canned’ reports that cannot produce student
data from prior years
• Any object reports the LEA has created
• Report Cards
• DPI Transcripts
• Export State Reports
Pre-EOY Tasks…
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Create Years and Terms (required)
Assign Next School Indicators (required)
Assign Next Year Grade Values (required)
Clear Activities (optional/recommended)
Configure Default Grade Level for FTEs (required)
Configure Fees (optional/recommended)
Complete Scheduling (required)
Print Meal Transactions and PowerLunch Reports
(optional/recommended)
– Export Historical Grades (optional)
Other Tasks Prior to EOY
• Complete State Reports
• Complete CTE Concentrator Survey Process
• Enroll New Students
Demo – School Level Field Review
• Key fields to review:
– Next_School
• The school will the student be attending in the 2014-15 school year
– Sched_Nextyeargrade
• The grade will the student be enrolled in during the 2014-2015 school
year
– Grade_Level
• The student’s current grade level
– Schoolid
• The student’s current school
• Detailed examples located in End of Year User Guide:
http://www.nc-sis.org/EOY.html
Thank you!
Home Base Support Center
Available: Monday - Friday
7:30 AM to 6:00 PM
Phone: 919-807-4357
Email: homebase.incidents@its.nc.gov
(Please do not send an email to this address unless you are a designated
school official authorized to submit service desk tickets to Home Base
Support Center)