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Jane Campbell (81)
Marian High School in Omaha is accepting applications for a PowerSchool registrar/admin. The position will report to the academic dean and includes other duties to assist in the student services department.

Here’s a link to the job posting:

https://lovemyschool.com/career-view/439/

For more information, contact Ms. Jen Christen at Marian High School, christen@omahamarian.org.
Tags: jobs
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I have two PowerSchool issues going on today and I'm wondering if they might be related or fixed by running a special operation. One student who is marked absent isn't showing up when we run the Absentee Report at Start Page > Attendance > Absentee Report. Another student isn't showing up in one F grade search, but appears in another F report.

Things just seem goofy. Is there a Special Operations function (under System > Special Operations) that I could run? We have a banner that says we were to be updated to 19.4.5 last Saturday but I see we're still at 19.4.3.

Thanks!

Jane Campbell
Marian High School
Omaha
Tags: AttendanceGradesReports
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4 Responses to "Weird attendance and grade issue" (view all)

Hi Jane,

Have you tried Special Functions >Attendance Functions and then Refresh Premier Attendance Views Data. May help with the attendance.  Do not know what to tell you about the grade issue.  Sorry.

Thanks,  Kris Just ran the attendance refresh and it didn't fix the attendance issue. :-( It's weird because other reports find the student. I think this is a custom report but it's used every day. I don't know why it would suddenly not work.

Well dang!

Did you try Special Operation Recalculate Attendance?

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Does anyone have a process that auto-triggers an attendance email after a
specific number of absences, preferably listing the classes?

Our dean of students is looking for an easier way to notify parents when a student has been absent 6 or more times for a course, and then again at 10 or more times.

Right now, she can run a report (PSCB Custom Report > Meeting Attendance - Search by Frequency) to see the names and classes missed. From there, she can use the Multi-Select feature to pull the student names, use the Build Email List customization and send a generic email about attendance to the parent/guardian.

She wants an easier process that will allow her to list the classes missed in the email.

Any suggestions are greatly appreciated. We have School Messenger but after talking with my co-worker who manages that, I don't think that's an option.

Thanks!

Jane Campbell
Marian High School / Omaha, NE


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1 Response to "Emailing attendance letters"

We don't have a totally automated way, but we've setup a way that doesn't take much work. It uses the special search function, attendancepoints. for your attendance level of 6, you would search *attendancepoints > =6. This requires all the attendance codes you want counted to have their Attendance Points set to 1. A custom field would need to be created to contain the date the 6th absence email was sent. You can create a stored search for each level, ex:

*attendancepoints > =6
Attendance_email_6 =

This would find all students who have 6 or more absences in a period and has not received an email for the 6th level. After the email is sent to these students, you would use the Student Field Value to enter the date into Attendance_email_6. 

This would find students the first time they reach 6 absences in any period, so it would not find students when they reach 6 absences in each period.

You would do the same for the other levels, such as 10. 

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Are you going to National PSUG in Las Vegas next week? I'd love to plan a Nebraska get-together. :-)

Jane Campbell
Marian High School
Omaha
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0 Responses to "Going to National PSUG next week?"

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Summer panic set in a couple of weeks ago. How is everyone handling new parents and portal access?

We are using the new contacts and have a sqlFormLettersLite set up to confirm SSO access for returning students. But we don't have anything ready for new students.

How are you creating contacts and portal access for parents of new students? Does anyone have a good process in place? The registrar and I are already swamped. We're looking for the quickest way for us to get just under 200 new contacts and access accounts created?

Any suggestions are welcome. All parents need access asap to fill out our online registration pages. My plans that included a Costco-sized bottle of Irish whiskey aren't working out. 

Also, I need to upgrade our server to 19.x. Do student passwords need to be at least 8 characters? (We currently use 5.)

Thanks!


Jane Campbell / Omaha Marian High School
700 Students / Hosted PS 12.1.4
Tags: Contacts
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2 Responses to "Contacts and Summer Panic"

This is what we're thinking of doing for new students:

1. Create parent contacts for each student.
2. Create an access account through mother's contact, creating a unique user name and giving each parent the same password.
3. Parents will need to change password the first time they log into account.

Not sure what kind of formula to use to create the parent username. Any suggestions?

This is such a labor-intensive process. We don't have secretaries available to help us. :-(

If we know a parent is not already a contact in our system, could we just have them set up an access account as we did in the past? This would create the parent contact and net access at the same time, right? Would this be an easy way to get contacts set up?

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I'm trying to print the Teacher Gradebook Report (under System Reports) by teacher for an EOY backup. The report is only printing 3 students per page, leaving most of the page blank. I've run this report in the past so I know it can easily fit at least 30 students. I see nothing in the report setup that is limiting the pages to three students. Any suggestions?

The teachers are all on PT Pro, if that makes a difference. 

Jane Campbell
Marian High School / Omaha
PS 12.1.4
Tags: GradebookReports
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I'm assuming you all received the emails today from Powerschool Communities and Technote. Is PowerSchool 12.x going to change to PowerSchool 19.x with the next upgrade?? Am I reading that correctly? I guess the next version would be PS 13.x and some might consider that unlucky ...

Jane Campbell
Marian High School
Omaha, NE
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1 Response to "PowerSchool version naming"

PowerSchool is changing how it's numbering it's new versions of PS.  Here is their explanation:

Updated Release Versioning: We are also taking this opportunity to standardize how we refer to product releases across ALL PowerSchool products, which will lessen confusion across product lines. The new version format will contain a year, month, maintenance indication, and escalation indication number, such as: 19.4.0.0

Year: 2019 = 19

Month: April = 4

Maintenance and Escalation indications: a number (1-9) = maintenance and/or escalation, 0 = no maintenance and/or escalation

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I usually don't promote vendors but Shannon Cochran from TRC Educational Services was so helpful during our upgrade to PS 12 Contacts that I want to share his name. If you're preparing/dreading the upgrade to 12, Shannon can help you get your parent and emergency contact info ready for the upgrade before you upgrade so you have much less of a hassle consolidating after the upgrade. His price was very reasonable.

Email me (jcampbell at omahamarian.org) if you want his contact info or want to ask questions about the process. We still have some access accounts to consolidate into parent accounts, but our Contacts are in pretty good shape.

Jane Campbell / Marian High School
Omaha, NE / PS 12.1.2 / 700 students
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0 Responses to "Updating to PS 12 Contacts"

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We've hired several study hall moderators in the past couple of years. They moderate study halls and occasionally sub for teacher if s/he has to leave in the middle of the day.

I realized today that these study hall moderators have access to students' Quick Lookup screens (and grades) since they are set up with "Teacher" access in PowerSchool. They wanted to be able to log in to PowerTeacher for attendance and the seating charts.

Should these study hall moderators have access to students' grades and Quick Lookup screens? None of them are certified teachers. Is this a FERPA violation? Do any of you use study hall moderators? If so, what kind of access do they have? TIA

Jane Campbell
Marian High School / Omaha
PowerSchool 12.1.1
Tags: Security
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0 Responses to "Security permissions for study hall moderators"

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We had a new teacher who was here for about a month and then took medical leave. At the time, I didn't know it was going to continue the rest of the semester and didn't add the sub in as a co-teacher. Now this teacher has resigned for medical reasons and the sub is taking over her classes. I discovered last week the sub has been logging in as the teacher since the beginning. (Yeah, my fault I didn't fix this sooner.)

What is the best way to switch the class over to the sub? I want the sub's name to show as the teacher name on report cards next week. Under Edit Section, I tried adding the sub as the lead teacher and removing the original teacher. But I got a warning about losing Gradebook data. I briefly considered editing the name of the short-term teacher, but I hate to do that.

Any suggestions? TIA.

Jane Campbell
Marian High School / Omaha
PowerSchool 11.0.5 ... soon to be 12.1 
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2 Responses to "Best way to switch teachers midway through semester"

Jane, on the sections screen for this course,  I think you can remove the sub as the co-teacher and then change the lead teacher to the sub.

Yes, you can switch the teacher, but I got a warning that I would lose that teacher's Gradebook if I deleted the teacher. That concerns me this close to the end of the semester. I think I'm going to temporarily rename the teacher account until after the end of the semester. That way, the new teacher's name will appear on the stored grades. Thanks.


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Hello!

I'm working with a contractor to get my contacts all cleaned up before we upgrade to PowerSchool 12. I was planning to upgrade during winter break but the contractor wants me to upgrade during Thanksgiving break. 

If you've upgraded to PS 12, would you recommend doing it during Thanksgiving break? (I usually run major upgrades in June or July.) I'm mostly worried about any changes to PowerTeacher Pro that could cause more stress to teachers during the last couple weeks before finals.

Is there any chance the upgrade could affect our sync with eBackpack? Just looking for any advice you might have to offer. Thanks!

Jane Campbell
Marian High School
Omaha NE
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2 Responses to "Major Upgrades During Thanksgiving Break?"

You may want to wait, there is a update for 12.1 scheduled to come out in December that is suppose to be better about consolidating contacts after migration. Check out the latest PowerSource Insider video 11/5 in PowerSource for more information. I don't know about eBackpack.

Thanks, Angie. Watching Insider right now. :-) Have you already moved to 12? If so, how different is PowerTeacher Pro? I'm most worried about changing the grade book on the less confident teachers right before the end of the semester.

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I know I'm doing something wrong. I'm trying to import PSAT 9 test scores from a .txt file with Student_Number, Grade_Level, Test_Date and 3 scores. The test record for PSAT 9 gets created for the student, but the scores are empty.

I switched to the term 2015-16 for scores with a test date of 10/01/2015. I'm in the only school, not District. I'm mapping the fields. Any idea what I could be doing incorrectly? TIA!

Jane Campbell
Needy PS Admin
Marian High School
O
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3 Responses to "Test scores not importing "

The headings for your scores must have _1for num,_2for percent, _3for alpha  So if you have reading and want the score in the NUM column heading must be Reading_1
If you have Math and want it in the Percent (Middle) Column it would be Math_2  and anything in Alpha Column would be anything_3  

Suzanne

That was it. Thanks, Suzanne! I thought since I was mapping it over to the "Num" option, I didn't need to worry about that. :-)

The _1 stuff changed in the last few years it use to not matter so I had the same issue you were having.  That is why I knew how to fix it.

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If you import PSAT scores into PowerSchool, do you separate out the tests by grade level? For example, PSAT_9, PSAT_10, PSAT_11. Right now, I just have PSAT and was planning to import multiple copies of the PSAT with different dates. That's how I do it with ACT. But is the PSAT a different test for each grade level?? I'm new to importing test data. TIA.

Jane Campbell
Marian High School / Omaha
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3 Responses to "PSAT Scores in PS"

OK ... I've decided to create separate PSAT tests for each grade. Now I'm wondering: can I use the same Test Results names for each test? Can I use the same "Math_Sec_Score" for PSAT_9, PSAT_10 and PSAT_11? Don't they get assigned to specific tests during the import?

Jane,
I use the same score names for my NWEA Winter and Fall tests with out a problem so I would say Yes.

Suzanne Stevenson
Columbus Public

Great! Thanks, Suzanne. :-)

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Is there a way to suppress letter grades for assignment scores? We want letter grades to show for the final/term grade in Quick Lookup but I have 2 teachers requesting letter grades be suppressed for individual assignment scores. They just want the score and percentage to show. I'm told students stress out too much when they see an F on a five-point assignment. Is this even possible? TIA

Jane Campbell
Marian High School / Omaha
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I just got the banner notice that my server will be updated to PS 12 on Sunday. Anyone else seeing this?

I've submitted a support case and turned off auto-updating on my server. But I thought PowerSchool would NOT auto-update you to PS 12 until you specifically requested it. Aren't they still supporting updates to PS 11?

We just installed a new registration forms package that isn't PS 12-ready, plus we're nowhere near ready for PS 12. =:-0

Jane Campbell
Omaha Marian
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0 Responses to "Auto updating to PS 12"

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We recently purchased SchoolForms through Phoenix Learning. Anyone else using this plugin for online registration? 

Jane Campbell
Marian High School / Omaha
Tags: plugins
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Our registrar is attempting to break up a few very large study halls into smaller sections. Since you can't mass unenroll students from a course section, this will be a long, tedious process for her. I found a post on PSUG from 2006 that said you can just delete a course section and everyone in that section will be dropped from the course. Then you can re-create sections and mass enroll students.

This seems too easy and like it would leave orphan files. Has anyone done this? Can you just delete the section form the Edit Section screen? (School Setup > Section > Edit Section > Delete Section).

Or do I delete the section through DDA? (DDA > CC table > SectionID=### >  Modify Records > Delete section)

Is there a better way to unenroll about 160 students from course sections? Anything to avoid one-by-one modify schedule option!

TIA

Jane Campbell / Marian High School / Omaha, NE

 
Tags: DDAScheduling
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2 Responses to "Can you delete a section with students enrolled in it?"

We had a similar situation last year, Jane. Here is the method we used to handle moving the student enrollments fairly quickly (deleting the section wasn’t an option for us as the term had already started; I would be concerned about ghost enrollments in your situation and advise against deleting the section with students enrolled):
Create all of the needed sections so they are ready to enroll students.
Then from the large section page that lists all of the students use the checkboxes to select a group of students needing moved to a specific section. Use the Drop and re-enroll button to move the group of students together to the correct section. Repeat this drop and re-enroll with each group of students from the original large section until it is down to only one of the smaller sections.
Good luck!
 

That looks very easy. Thanks, Amanda! :-)

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What date does your registrar use when pre-registering new students for the fall? Our registrar wants to use an enrollment date as the day she adds the students to PowerSchool. (Usually the current day.) She says she has always done this. But during the past couple of weeks, the student has changed to Transferred Out status when she tries to pre-register them. I am trying to encourage her to use the first day of the fall term but she says she can't manage them as she usually does. As a private school, the president and principal always want to know an exact enrollment number at any time. We are using an "Admissions" school this year. I haven't run EOY yet but we have committed the new schedule. What date do you use for enrollment date? TIA.

Jane Campbell
Marian High School
Omaha
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5 Responses to "Pre-registering students during the summer" (view all)

Jane,

As you know we are also a private school system. We just have always used the first day of school as the pre-enrollment date.  We like to try to keep it simple and that has worked for us.

It makes things a bit difficult in between school years because you have to remember to do "/" to include pre-registered students in your enrollment counts.  

Assuming you have completed the Run Year End Process, I'd suggest using the first day of school for 2018-2019 as the enrollment/entry date.  That will keep everything consistent relative to entry/exit dates come the end of 2018-2019 and help avoid school and section enrollment errors from coming up down the road.

As you note, that does give you some odd status issues (frequently they show up as Pre-Registered even if the Run Year End Process has been completed).  You can fix that for affected kids via the /tech/usm option and changing the Enroll_Status field value to 0.  After submitting the new value, the student will show up on the "live" side and be included in current enrollment numbers.

I just completed EOY process and our incoming freshmen are now active (no longer pre-register status). Could our registrar enroll new students without using the pre-register option? Choose an Entry Code of OE (Original Entry) rather than Pre-Register with an entry date of first of school? We just want all the new students to show as active for reports. TIA.

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My teachers are complaining that PTP allows you to override a final percentage grade but it doesn't change the letter grade to match the new grade. Is this different from PowerGrade? I don't remember getting these complaints last year. Is there something teachers need to do after overriding the final percent? TIA

Jane Campbell / Omaha Marian High School
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2 Responses to "Overriding final percent doesn't change letter grade"

If the percent is being overridden then they must also change the letter grade to match.  They are "overriding" the grade that means both letter and percent grade.

Suzanne

Thanks, Suzanne. I guess it makes sense, but wish it would grab the correct letter grade when a percent change is made. :-P

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Is there a report or way for teachers to print only the final grades for their classes in PowerTeacher Pro? They tell me they can't find a report that doesn't print all grades for the term. 

It's finals week, of course, and everyone is scrambling. We're also having network problems. :-P

TIA

Jane Campbell / Omaha Marian High School
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2 Responses to "PTP: Teachers want to print final semester grade"

Jane,
Have teachers go to a class then click on Grading on Left side of screen. Go down to Comment Verification and click on that it will open a page with students Term final grade only.  They can print that page for each class.

Suzanne

Duh! I knew about that page. Thank you, Suzanne! It's a rough day ...

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