PowerSchool
Adding New Students to PowerSchool
Purpose – Administration – Instructions for enrolling incoming students for
the upcoming school year.
Before proceeding, districts will need to know (to the best of their
knowledge) the start and end dates for their schools.
To Enroll an Incoming Student:
From the School Start Page
1. Click Terms on top of Start Page
2. Change Term to Year Level of the upcoming school year ie. 10-11 20102011.
3. Click Special Functions from left menu
4. Click Enroll New Student from the Special Functions Menu
5. Enter student information, same as
you do for all other students.
6. Add the Enrollment date as the first
day of next year’s school year
which is 08/16/2010 (Actual first
day of school as indicated in Years
& Terms).
7. Make sure that the grade level is
correct for what the student will be in
next year.
8. Fill in Information for Family Match
9. Click Submit
10.Check for duplicate students and then either enroll or re-enroll.
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Adding New Students to PowerSchool
PowerSchool
NOTE: Enrolling an Incoming Kindergarten Student is essentially the same
as enrolling any new student with two critical exceptions!
One; when enrolling the new student for the next school year– the system
will default to the current date as the day of enrollment. Be sure that you
change the Enrollment Date to the actual First Day of the Upcoming
School Year which is 08/16/2010.
.
As a means of verification after you enter the new student, you may wish to go
back and view the record you have entered by clicking on Transfer Info link to
see that the correct entry date and the correct exit date have been
entered (Entry Date of 08/16/2010 and Exit Date of 07/01/2011).
Two; new Kindergarteners will be entered as Pre-Registered
ACCESSING YOUR INCOMING STUDENTS
As you enroll your Incoming Students, they will be added to PowerSchool with
an Enrollment Status of -1 representing Pre-Registered Status. To access
their records, you have several options. You will need to access these
students in order to input their demographic data including address,
parent/guardian information, race/ethnicity information, etc.
To look for an individual Student (example: student by the last name
of Roth)
From the School Start Page –
1. Enter this search command /Roth
2. This will bring up the student (or a list of student if more than one student
matches the last name of Roth)
To find the Incoming as a Grade Level
From the School Start Page,
1. Enter the following search command /Enroll_Status=-1;Grade_Level=0
a. Grade Levels are as follows -1=PK, 0=KG, 1-12= appropriate grade
level.
NOTE: Adding the additional selector of Grade Level will prevent other PreRegistered Students from other Grade Levels being included.
To find All students enrolled for next year in all grades, search for:
/enroll_status in -1, 0;grade_level<5
This query shows all pre-registered and enrolled students, and eliminates
outgoing 5th graders. It just shows new students plus those currently
scheduled to be in your building next year.
It is important to note that both enrollment and the search
commands listed above can be done in either the current
School Year or the new year. Student’s grade level will be
this years grade except the pre-registered students.
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Adding New Students to PowerSchool
PowerSchool
Addendum
There is a report within PowerSchool that now shows
projected enrollment for the upcoming year by school. In order for
the report to work correctly, as well as the end of year process,
there are a couple things that need to be done for new incoming
students or pre-registered students and current students within
PowerSchool.
For New Students or Pre-registered students entered into
PowerSchool
1. Find the student using the directions above.
2. Click on the Scheduling Setup link located at the bottom of
the left hand side of the screen.
3. On that screen you want to enter the students “Next Year
Grade” the same as the current grade they are entering.
So for example for a first grader you would enter a 1.
4. For the “Next School Indicator” you want to select the
current school they will be entering.
5. Then click “Submit”
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Adding New Students to PowerSchool
PowerSchool
For Current Students already enrolled in PowerSchool
From the School Start Page
1. Most of this should have been done prior to scheduling.
You want to check the next school and next year grade
levels for current students.
2. Click reports on the left hand side of the screen
3. Then click on the “Custom Reports” tab
4. Down the page under Future Scheduling you want to click
on the “EOY Student Check” report
5. This report will show you every student currently active in
your school and their next grade level and next school
building.
6. You will want to look over this list and make sure that
every student has a next grade level and the next school
building they will be entering.
7. At the top of this report there is a link that says “(Only
Students with possible errors)”. By clicking that link it
should only show you students that may have possible
errors.
8. To fix these students you have to find each student and
click on the “Scheduling Setup” link at the bottom of the
left hand side and enter the grade the student will be
PROMOTED to and the next school building they will be
entering. So for a current 8th grader the next grade will be
9 and the next school building will be the high school they
would be entering next year.
9. For current seniors the next grade will be 99 and the next
school building will be “Graduated Students”.
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