PowerSchool Cheat Sheet
Identifying fields with Missing or Incorrect Data
Operating District Number: /MI_SCMOperISDESANum=
Resident County Code: /MI_Resident_County_Code=
Resident LEA Number: /MI_SRSD_StudResLEANum=
District of Residence: /DistrictofResidence=
Student Residency (Membership): /MI_SRSD_StudResMembership=
School Number: /MI_SRSD_AdminUnit=
Birth City: /MI_SRSD_BirthCity= (OBSOLETE FIELD)
Date of Birth: /DOB=
Ethnicity: /Ethnicity=
Street: /Street=
City: /City=
Zip: /Zip=
Gender: /Gender=
UIC Codes: /MI_SRSD_StudentUIC=
District Entry Date (Modify Info): DistrictEntryDate=
Pre-Registered and no UIC code: /Enroll_status=-1; MI_SRSD_StudentUIC=
SchoolID = Enrollment_SchoolID – verify by exporting all students and compare these columns using Excel
Before each count period
10/30 Day Rule:
MI_SRSD_10_30_DayRule – clear field value
Student Field Value:
MI_Scmoperisdesanum to “59”
Delete FTE value for students who have exited the district using Student Field Value change:
/ExitDate<current date
MEIS_FTE_in_gen_ed change to 0.00
MI_SpEd_FTE52 change to 0.00
MI_SpEd_FTE53 change to 0.00
ExitCode=19;ExitDate<00/00/0000 (check students coded to “continue” who have left district)
Delete LunchStatus for students who have exited the district using Student Field Value change:
Verify what students are coded “Do not include in Official SRSD Export”: Include_time_share=2
Any student who has previously been submitted for Student Record Maintenance in the fall
Any student pre-registered to start after current count
Any student who attends in our building from an ISD program and does not generate FTE
Run “General Collection Validation Report”
Official Enrollment Student Roster
Reports / State Reports / Official Enrollment Student Roster
Right click on “View” / Save link as .txt on Desktop / open with Excel as tab delimited
***Delete DK students ??????
***Add section 53 fte to special ed column and total column
***Look for fte < 1.00 and send to secretaries for double check
Copy Header Row Template and import into Access: Pupil Accounting Membership File
- make sure previous student data has been deleted
Use Query to filter building data to create individual Membership and Residency Reports for count
Use as a cross reference with the MI SRSD Extract file below to confirm FTE
Header Row Fields
SchoolID
Name
Grade
Address
City
State
Zip
DOB
ID
Enrolled
Gender
Rule
District
Residency
Gen
SpEd
Total
***A pivot table can be created that will summarize this data. Layout is as follows:
School
Grade Total
Right click on the table / Select Entire Table / Edit / Copy / Paste Special / Value and Number formats
*** Use subtotals option listed under “Data”
MI SRSD Extract
Start / Select Students / All
Reports / State Reports / MI SRSD
Right click on “View” / Save link on Desktop
Open Excel, import file and place breaks as follows:
2, 4, 9, 14, 19, 44, 59, 60, 74, 81, 101, 121, 141, 148, 165, 176, 178, 188, 195, 201, 203, 213, 341, 343, 346,
354, 376, 380, 384, 387, 389, 393, 396, 399, 403, 408, 410, 557, 559, 561, 563, 565, 567, 570, 590, 593, 614,
616, 626, 860, 870, 880
***Total of columns P, AC and AD should total OESR above.
75% Attendance Report:
Reports / State Reports / Refresh Attendance Views Data (“Refresh” between each count)
Reports / Run Reports / ADA/ADM by Date
View report / right click / Select All / File - Save As .txt on desktop
Open in Excel / Create formula
MI General Collection – generates the XML file for MSDS
Homeless Students:
Start Page: Homeless#
MI_SRSD_StudentUIC
SchoolID
Grade_level
Last_name
First_name
Homeless
LunchStatus
MI_SRSD_StudResLeaNum
MI_SRSD_StudResMembership
List Students (field names)
*count (#)
last,first (Student)
grade_level (Grade)
schoolid (Building)
Homeless (Homeless Status)
LunchStatus (SNE)
*** all homeless students should receive free lunch (F)
Foreign Exchange Students:
Start Page: MI_SRSD_PrgmElig_IntStud#
MI_SRSD_StudentUIC
SchoolID
Grade_level
Last_name
First_name
MI_SRSD_PrgmElig_IntStud
MI_SRSD_BirthCity
EntryDate
List Students (field names)
*count (#)
last,first (Student)
grade_level (Grade)
schoolid (Building)
MI_SRSD_BirthCity (Country)
MI_SRSD_PrgmElig_IntStud (Foreign Exchange)
Non-Resident Students
Start Page: MI_SRSD_StudResMembership=06
SchoolID
Last_name
First_name
Grade_level
MI_SRSD_StudResLeaNum
MI_SRSD_StudResMembership
Meis_fte_in_gen_ed
MI_SpEd_FTE52
Supplemental Nutrition Eligibility Students:
SchoolID
MI_SRSD_StudentUIC
Student_Number
Last_name
First_name
Grade_level
LunchStatus
LEP
Start Page: MI_SRSD_PrgmElig_LEP=1
MI_SRSD_StudentUIC
Last_name
First_name
SchoolID
Grade_level
MI_SRSD_PrgmElig_LEP
MI_LEP_Enrollment
MI_LEP_Title3
MI_LEP_Title3_ImmEd
MI_LEP_Pupil_LimEng
MI_LEP_LocFundPgm
MI_LEP_CountryOrigin
MI_LEP_PrimaryLanguage
MI_LEP_ExitCode
MI_LEP_ExitDate
List Students (field names)
*count (#)
last,first (Student)
grade_level (Grade)
schoolid (Building)
MI_SRSD_BirthCity (Birth City)
MI_LEP_CountryOrigin (Origin)
MI_LEP_PrimaryLanguage (Language)
MI_SRSD_PrgmElig_LEP (LEP)
Migrant
Start Page: MI_SRSD_PrgmElig_MigrantED=1
MI_SRSD_StudentUIC
Student_Number
SchoolID
Last_name
First_name
SchoolID
Grade_level
MI_SRSD_PrgmElig_MigrantED
MI_MigrantEd_EntryDate
MI_MigrantEd_PrgmFunding
MI_MigrantEd_Instruct_LangArts
MI_MigrantEd_Instruct_LEPESL
MI_MigrantEd_Instruct_Math
Special Education
Start Page: MI_SRSD_PrgmElig_SpEd=1
MI_SRSD_StudentUIC
MI_SRSD_PrgmElig_SpEd
SchoolID
Grade_level
Last_name
First_name
MI_SpEd_Teacher
MI_SpEd_PrimaryDisability
MI_SpEd_AdditionalDisability
MI_SpEd_IEPDate
MI_SpEd_ResofIIEP
MEIS_FTE_in_gen_ed
MI_SpEd_FTE52
MI_SpEd_FTE53
MI_SpEd_PrgmServiceCode1
MI_SpEd_SupportServices1
MI_SpEd_SupportServices2
MI_SpEd_SupportServices3
MI_SpEd_SupportServices4
MI_SpEd_SupportServices5
MI_SpEd_PrimaryEdSetting
MI_SRSD_StudResLeaNum
MI_SRSD_StudResMembership
Special Ed Residency
Start Page: MI_SRSD_PrgmElig_SpEd=1;MI_SRSD_StudResMembership=06
SchoolID
Last_name
First_name
Grade_level
Street
City
Zip
MI_SRSD_StudResLeaNum
MI_SRSD_StudResMembership
Meis_fte_in_gen_ed
MI_SpEd_FTE52
Quick Data Check for each Special Ed Caseload by Teacher
MI_SRSD_PrgmElig_SpEd=1;MI_SpEd_Teacher=y (using list staff)
MI_SpEd_PrgmServiceCode1
Last_name
First_name
DistrictofResidence
MI_SpEd_FTE52
MI_SpEd_FTE53
MEIS_FTE_in_gen_ed
Prior year data in certain fields must be cleaned out each year
Expulsion – MI_StdntExplus_IncidentDate#
Homeless – Start (Homeless#) / Student Field Value / Clear Field Value
Homeless
Early Childhood Enrollment – Start (field#) / Student Field Value / Clear Field Value
MI_StuEnrollEC1
MI_ECProgramStartDate
MI_ECProgramEndDate
MI_StuEnrollECExReas
MI_ECDeliveryMethod
MI_ECDaysPerWeek
MI_ECHoursPerDay
Verify that no students are coded “Do not include in Official SRSD Export”
TIPS AND TRICKS
View all of a students information on one screen. View only, no changes can be made.
Start Page > Student Selection > Right click on screen
This Frame / Open frame in new window
Change url from “frn” to “mcr”
File / Print
Information / Modify Info to view or change:
District Entry Grade Level
School Entry Date
School Entry Grade Level
A field MUST be populated before it will show up in the field list.
Mass changes can be made: Student Selection / Student Field Value / Select Field to change
=
Equals first_name=Jamaal
<
Is less than
grade_level<11
>
Is greater than grade_level>3
<=
Is less than or equal to
grade_level<=10
>=
Is greater than or equal to
grade_level>=4
#
Does not equalfootball# (football is not blank)
In
The value is present in the field
last_name in yang,holt
Contains
The value is contained in the field street contains maple
@
Wildcard
first_name=jacq@
; A semicolon between search commands means “and”. You can use up to 37 semicolons.
A checkbox field stores a value of “1”.
The “*” is a data access tag in PowerSchool.
The “+” sign is used to combine criteria in one search:
football=1+soccer=1 will yield students in both sports
Document .dat codes * means system is doing a calculation.
Multiple Selections
Use a comma between criteria, a semi-colon between fields: grade_level in 9,11;gender=f
Nesting searches will also drill down to specific criteria
Enrollment Status
Current students only /enroll_status=0
Pre-enrolled students /enroll_status=-1
Inactive students (not very often)
/enroll_status=1
Transferred out
/enroll_status=2
Transferred out
/enroll_status#0
Graduated (should not see) /enroll_status=3
Historical data /enroll_status=4
The enrollment status will display on the student demographic page.
Students in kindergarten registration will have an enrollment status of -1.
Always include student number in an export. This will allow the data to import back into PowerSchool.
Importing into PowerSchool
Use student_number or DCID
Codes must match
Must be .txt format
Use bldgid if importing from district office
Import / Export / Quick Import
Select table – Students
Browse for import file
Suggest field map
Exclude first row – yes
Update student records
Identify students with “No” or “Incomplete” schedules, you can use the following special search commands
Start page/
*number_of_classes<1 (for students with no schedules)
*number_of_classes<12 (for students with incomplete schedules; adjust number based on
number of requests)
*not_enrolled_in_period=1 (for students with no class that period)
To search for students by enrollment date:
EntryDate >= 1/5/09 – all students enrolled after January 5, 2009
/ExitDate <= 1/20/2009 – all students who exited before January 20, 2009
List of field names: http://powerschool.greenville.k12.mi.us/admin/?ac=structure
Student [01] Table 1
CC [04]
Table 4
Teacher [05] Table 5
Courses [02] Table 2
Sections [03] Table 3
StoredGrades [31]
Table 31
Excel Tips:
To compare the contents of two different cells with same data
=IF(A2=B2,"OK","Problem")
To select just a portion of a cell
Formula: =LEFT(A1,3)
Formula: =RIGHT(A1,3)
To join the contents of two cells
Formula: =CONCATENATE(A1," ", B1)
Civil Rights Department Compliance Query:
*as_of=00/00/0000
MI_SRSD_StudentUIC
First_name
Last_name
SchoolID
Grade_level
Gender
MI_SRSD_PrgmElig_GiftTal
MI_SRSD_PrgmElig_LEP
MI_SRSD_PrgmElig_SpEd
MI_ethnAfr
MI_ethnAsi
MI_ethnInd
MI_ethnLat
MI_ethnPac
MI_ethnWhi
For an electronic copy, e-mail Laura Siek at siekl@greenville.k12.mi.us