PowerSchool

End of the Year

Checklist

(High)

Updated 06/2016

Underclassmen EOY Checklist

Populate Retained, Next School and Next Grade Fields (Retentions ONLY)

Verify there are no students with a W960, W961 or W970

withdrawal code

Populate Advanced Placement (AP) field

Print Final Report Cards for each student*

Print MCPS Secondary Student Attendance Report for each

student*

Complete by no later than Friday June 10, 2016

* Place in student’s cumulative folder

Senior EOY Checklist

Populate Retained, Next School and Next Grade Fields (Retentions, Returning Post Graduates and Certificate of Program Completers ONLY)

Verify there are no students with a W960, W961 or W970 withdrawal code

Populate Advanced Placement (AP) field

Verification of Graduate/Other Completer Code and

Graduation Plan Code

Verification/Entering of Early College Scholar Information

Populate Diploma Seal

Populate End of the Year CTE Information

GPA and Class Rank Calculation

Print Final Report Cards for each student*

Print MCPS Secondary Student Attendance Report for each student*

Print Transcript for each student*

Complete by no later than Friday June 10, 2016

* Place in student’s cumulative folder

Populate Retained, Next Year Grade, and Next School Fields (Retained Students, Returning Post Graduates and Certificate of Program Completers Only)

1. On the Start Page, search for the desired student.

2. Click State/Province – VA under the Information heading on the left toolbar.

3. The General State Information page will appear. Complete the following fields: a. Retained – from the dropdown menu, select YES b. Graduate/Other Completer Code – delete any information found c. Diploma Seal – delete any information found d. Graduation Plan Code – delete any information found

4. Click on the Transcript tab. Complete the following field:

a. Graduation Date (Projected or Completed) (12th Graders only) – delete any information found

5. Click Submit

6. Click Scheduling Setup under the Scheduling heading on the left toolbar.

7. The Scheduling Setup screen will appear. Complete the following fields: a. Next Year Grade – enter the current enrolled grade level of the student b. Next School Indicator (12th Graders only) – from the dropdown menu, select the current school

where the student is enrolled

8. Click Submit

Run Entry/Exit Report for W9XX Withdrawal Codes

1. On the Start Page, click System Reports under the Reports heading on the left toolbar

2. The Reports screen will appear. Click on the Custom Reports tab.

3. The Custom Reports screen will appear. Click on the Entry/Exit Report under the Enrollment heading.

4. The Search Enrolled/Exited Student Report screen will appear. Select the following options:

a. Check Show Exited b. Select the default value of Enroll/Exit Date occurs… c. Exit Code – from the dropdown menu, select the following codes individually:

1. Withdrawn – 15 days – Illness (W960)

2. Withdrawn – 15 days – Suspension (W961)

3. Withdrawn – 15 days – Absences (W970)

5. Uncheck Pause

6. The Students Exited screen will display any student with the requested withdrawals codes of W960, W961,

and W970.

7. Select a hyperlinked student from the list and click Transfer Info under the Enrollment heading on the left

toolbar

8. The Transfer Information screen will appear. Click on the Entry Date/Code hyperlink.

9. The Edit Current Enrollment screen will appear. Complete the following fields:

a. Exit Code – from the dropdown menu, select W880 (Dropped Out)

b. Exit Comment – populate the box with pertinent information about the student

c. W880 Reason Code – from the dropdown menu, select the appropriate dropout reason

Rea son Code

Reason

Description

10

Achievement Achievement problems (low achievement, low motivation, low

interest)

20

Behavioral Behavioral difficulties (suspension or expulsion, incarceration, runaway, truancy, poor relationships with peers or adults)

30

Health Health problems (physical or mental illness, injury, substance abuse)

40 Family

reasons

Family (pregnancy, parenthood, marriage, needed at home, religious reason)

41 Parental privilege

Age/maturity (for KG and PK students only)

42

PK Student

Non-applicable (PK Students only)

50 Financial

hardship

Financial hardship (extreme poverty, working to support self

or family)

60 Employment Employed (took a job, joined armed forces)

70

Moved Moved (no longer resides in the area and current status is

unknown after appropriate investigation by attendance officer)

80 Maximum age

Reached maximum age to receive qualified educa1ional services

81 Personal choice

Over 18,but still eligible for qualified services

82 Post Graduate

Discontinued program (Post Graduate only)

90

Expulsion Left school involuntarily due to an expulsion approved by

appropriate school authorities

10. Click Submit

Populate Advanced Placement (AP) Field

1. On the Start Page, search for the desired student.

2. Click State/Province – VA under the Information heading on the left toolbar.

3. The General State Information page will appear. Complete the following field: 1. Advanced Placement – from the dropdown menu, select one of the following values:

o Enrolled in AP class (1) o Enrolled in AP class and took AP exam (2) o Took AP exam (3)

4. Click Submit

Verification of Graduate/Other Completer Code and Graduation Plan Code

1. On the Start Page, select Grade 12

2. Select List Students from the Select Function drop down located at the bottom of the Current Student Selection

3. The Student List page will appear. Complete the following fields:

a. Report Title – Type in the name of the Report (e.g. 2016 Seniors EOY)

b. Row 1 – Click on Fields and choose 253. LastFirst. Click in Column Title field and type Student Name

c. Row 2 – Click on Fields and choose 225. Grade_Level. Click in Column Title field and type Grade

Level

d. Row 3 – Click on Fields and choose 328.S_VA_STU_X.Grad_Completer_Code. Click Title field and

type Grad Code

e. Row 4 – Click on Fields and choose 330.S_VA_STU_X.Graduation_Plan_Code. Click in Column Title

field and type Grad Plan

f. Padding in Each Cell – leave this field blank

g. # Rows In Between Breaks – enter 0

h. Other Options – click the checkbox beside of Gridlines OR click the checkbox beside of Export to

export the list to an Excel spreadsheet instead of printing the screen

i. Optional – Sort Field Name – enter LastFirst in the first field

j. Click Submit

4. The following page will appear, listing all your 12th Graders.

5. To print the list, click File on the Firefox browser toolbar

6. Click Print Preview

7. Click Print

8. Fill in any missing information in PowerSchool with the following codes:

a. Graduate/Other Completer Code

o Standard Diploma (1)

o Advanced Studies Diploma (2)

o Applied Studies Diploma (3)

o Certificate of Program Completion (4)

o General Educational Development (GED) (5)

o Modified Standard Diploma (7)

o GED Certificate as part of an ISAEP (8)

o General Achievement Diploma (9)

o No award in this school year – IEP allows multiple years in grade 12 (10)

o No award in this school year – foreign exchange student (11)

o No award in this school year – student whose age and LEP status allows

for multiple years in grade 12 (12)

o No award in this school year – previously earned a Graduate/Other Completer

Code 1-9 in a prior school year (13) – PG Students MUST be tagged with this code

b. Graduation Plan Code

o 4-yr college (1)

o 2-yr college (2)

o Other education plans (3)

o Military (4)

o Employment (5)

o None (6)

Verification of Early College Scholar Information

1. On the Start Page, click View Field List

2. Choose 322.S_VA_STU_X.Early_College_Scholar_ProgCode

3. Add >0 after the search field (VA_EarlyCollegeScholarProgCD) and click enter

4. The list of identified students (completed Early College Scholar Program agreement (1) and earned

Governor’s Early College Scholar certificate (2)) will appear

Entering Early College Scholar Information

1. On the Start Page, search for the desired student.

2. Click State/Province – VA under the Information heading on the left toolbar.

3. The General State Information page will appear. Complete the following field: a. Early College Scholar Program Code – from the dropdown menu, select one of the following values:

o Student completed Early College Scholar Program agreement (1) o Student earned Governor’s Early College Scholar certificate (2)

4. Click Submit

Populate Diploma Seal

1. On the Start Page, search for the desired student.

2. Click State/Province – VA under the Information heading on the left toolbar.

3. The General State Information page will appear. Complete the following field: a. Diploma Seal – choose the seal awarded to the student from the following codes:

o 1 – Governor o 2 – Board of Ed o 3 – Board of Ed Career - Technical Ed o 4 – Board of Ed - Advanced Math/Technology o 5 – Board of Ed - Excellence in Civics Ed o 12 – Governor - Board of Ed o 123 – Governor - Board of Ed Career - Technical Ed o 1234 – Governor- Board of Ed - Board of Ed Career - Tech Ed - Board of Ed Advanced

Mathematics/Technology o 12345 – Governor - Board of Ed - Board of Ed Career/Technical Ed - Board of Ed of Advanced

Mathematics/Technology - Board of Ed for Excellence in Civics Ed o 1235 – Governor - Board of Ed - Board of Ed Career/Technical Ed - Board of Ed for Excellence in

Civics Ed o 124 – Governor - Board of Ed - Board of Ed of Advanced Mathematics/Technology o 1245 – Governor - Board of Ed - Board of Ed of Advanced Mathematics/Technology - Board of Ed

for Excellence in Civics Ed o 125 – Governor- Board of Ed - Board of Ed Excellence in Civics Ed o 13 – Governor - Board of Ed Career/Technical Ed o 134 – Governor - Board of Ed Career/Technical Ed - Board of Ed Advanced

Mathematics/Technology o 1345 – Governor - Board of Ed Career/Technical Ed - Board of Ed Advanced

Mathematics/Technology - Board of Ed for Excellence in Civics Ed o 135 – Governor - Board of Ed Career/Technical Ed - Board of Ed for Excellence in Civics Ed o 14 – Governor - Board of Ed of Advanced Mathematics/Technology o 145 – Governor - Board of Ed of Advanced Mathematics/Technology - Board of Ed for Excellence

in Civics Ed o 15 – Governor - Board of Ed for Excellence in Civics Ed o 23 – Board of Ed - Board of Ed Career - Technical Ed Seal o 234 – Board of Ed - Board of Ed Career/Technical Ed Seal - Board of Ed of Advanced

Mathematics/Technology o 2345 – Board of Ed - Board of Ed Career/Technical Ed, Board of Ed of Advanced

Mathematics/Technology - Board of Ed for Excellence in Civics Ed o 235 – Board of Ed - Board of Ed Career/Technical Ed - Board of Ed for Excellence in Civics Ed o 24 – Board of Ed - Board of Ed of Advanced Mathematics/Technology o 245 – Board of Ed - Board of Ed of Advanced Mathematics/Technology - Board of Ed for

Excellence in Civics Ed o 25 – Board of Ed - Board of Ed for Excellence in Civics Ed o 34 – Board of Ed Career/Technical Ed - Board of Ed of Advanced Mathematics/Technology o 345 – Board of Ed Career/Technical Ed - Board of Ed of Advanced Mathematics/Technology -

Board of Ed for Excellence in Civics Ed o 35 – Board of Ed Career/Technical Ed - Board of Ed for Excellence in Civics Ed o 45 – Board of Ed of Advanced Mathematics/Technology - Board of Ed for Excellence in Civics Ed

4. Click Submit

Populate End of the Year CTE Information

The following information needs to be populated on the CTE tab of the student’s State/Province VA page. Schools will

enter this information based on a spreadsheet from the CTE office.

CTE Competency Attainment – mark for seniors only who have obtained 80% competency in their CTE program of study

(based on Student Competency Record rating scale).

CTE Finisher Code – mark for seniors only. A code used to define a student’s CTE finisher status in a particular CTE

program. Enter either a 1 or 5.

Code CTE Finisher

1 Student finished CTE requirements for completion

3 Student took at least one state-approved CTE course since 7th

grade but has not finished CTE requirements for completion

4 Student has not taken any state-approved CTE courses since 7th

grade

5 Student finished CTE requirements for completion and completion of a CTE dual enrollment course

Career Pathway Code – mark for seniors only. A code used to identify the Career Pathway finished by the student.

These codes are based on the Career Cluster Programs.

CTE Career Pathway Codes (Sample)

Agriculture, Food and Natural Resources

0101 Food Products and Processing Systems

0102 Plant Systems

0103 Animal Systems

0104 Power, Structural and Technical Systems

0105 Natural Resources Systems

0106 Environmental Service Systems

0107 Agribusiness Systems

Architecture and Construction

0201 Design/Pre-Construction

0202 Construction

0203 Maintenance/Operations

GPA

Remember: There is no GPA calculation in PowerSchool. GPA is dynamic - the system automatically recalculates a

student’s GPA when a grade is added or edited in the student’s historical grades.

Class Rank Calculation

Unlike GPA, class rank is not dynamic in PowerSchool. You must use the Class Rank process to calculate class rank. (Best

practice – if you make a grade change in a student’s historical grades, you need to recalculate the class rank.)

Before completing the Class Rank process, make sure that any students that are not included in class rank (post

graduates, GED students, etc.) are tagged as such on their “Other Information” page.

1. On the Start Page, click School under the Setup heading on the left toolbar

2. Scroll down the page and click Class Rank under the Grading section

3. Click on Recalculation Frequency

4. Click on Recalculate now. Wait while the system calculates Rank – this may take a while. DO NOT CLICK ON

THE SUBMIT BUTTON – EVER!!!! (By clicking on the Submit button, the system will calculate the class rank

twice and it will be listed on reports twice for every student. The only way to correct this is to manually

delete the doubled rank.)

Print Final Report Card

1. On the Start Page, select a group of students – it is recommended to print one grade level at a time

(otherwise it will take quite a while for the report to process in the Report Queue).

2. Select Print Reports from the Select Function drop down located at the bottom of the Current Student Selection

3. Choose the report card to print

MCPS High School Report Card Quarter 4

4. Select which students to print the card for

5. Select the print order (period 1) and date (05/27/2016)

6. Leave all other fields at the default values

7. Click Submit

8. Refresh the Report Queue (System) – My Jobs screen

9. Click View to open the completed report

10. Save and print the report cards with landscape orientation

Print MCPS Secondary Student Attendance Detail

1. On the Start Page, select a group of students – it is recommended to print one grade level at a time

(otherwise it will take quite a while for the report to process in the Report Queue).

2. Select Print Reports from the Select Function drop down located at the bottom of the Current Student Selection

3. Choose the MCPS Secondary Student Attendance Detail report to print

4. Select which students to print the card for

5. Select the print order (period 1) and date (05/27/2016)

6. Leave all other fields at the default values

7. Click Submit

8. Refresh the Report Queue (System) – My Jobs screen

9. Click View to open the completed report

10. Save and print the MCPS Secondary Student Attendance Report

Printing Transcripts

1. On the Start Page, search for the desired student, pull up one of their student pages, and then return to the Start Page. Your Current Selection should now only contain this student. (You may also select a grade level, such as 12, and enter this as your selection.)

2. Click System Reports under the Reports heading on the left toolbar.

3. Click the State tab on the Reports page.

4. Click Transcript Report under the Virginia State Reports heading.

5. Complete the following fields on the Student Transcripts Report page (leave all fields that are not listed below at the default setting): a. Select Schools/Students to Include – make sure the radio buttons are checked for the

selected schools/student(s) only

b. Use SCED code for course number – make sure No is selected

c. Select Added Value for the GPA to use and display:

6. Click Submit.