ESU 5 Helpers
Kristi if need help for Deshler
Kristi Kuhns Vicki Hinz-Ensz, Database Admin. Terri Hettenbaugh
cell: 402-239-2680 Cell: 402-239-2648 Cell: 402-826-9371
Office: 402-223-5277
PowerSchool Criteria to Fix at the Beginning of the School Year
Address: http://ps.deshlerdragons.org/admin
http://ps.deshlerdragons.org/public/home.html
1. Change the date in the Header of the Schedule before printing student schedules for the new year:
Start Page
Reports Setup
Report Cards
Student Schedules (for new year)
Heading – change the date here.
2. GPA to show one quarter at a time on report cards: (Otherwise grades will show on bottom of report card all
the way across.
Go to District
GPA Calculations
GPA Calculation Methods
Q1 (or etc.)
Check School year – correct if necessary for each quarter
3. Check Current Grade Display (Change to Historical after each quarter)
Setup
School
Grading
Current Grade Display
To have “quick lookup” show the current quarter:
Change every quarter: - Go to Setup - School - Grading - GPA Student Screens - change to correct quarter at top of the page.
4. To enter Diploma Types:
Click on a Grade such as 12th grade
Click on student name
Left side – click on custom screens
Left side – click on Misc.
Use pull down tab and set diploma type
5. Update Attendance Text Box for each quarter and semester for each grade – HS and Elementary
Start Page
Reports
Report Setup
Object Reports
Edit Object
Edit Text Object for Attendance
Attendance Text Box
Delete Q2, Q3, Q4, Y2 for Days Present
Delete Q2, Q3, Q4, Y2 for Days Absent
Copy and paste each new quarter and Add the next quarter (One that was deleted) See PS notes.
6. Do the same on the Roster Reports – update every quarter.
7. Julie needs to do this before the beginning of the new school year. If report cards do not look correct, ask Julie to check this area. We don’t know all the codes. Make sure Full-Time Equivalencies are checked at the end of the year or before the next year changes over.
School (Attendance will show up incorrect if not entered correctly)
Attendance – Full-Time Equivalencies (FTE)
Look at Value 1
Default for these grades – Check all slots
8. Each month Julie D. needs to check ADA/ADM or we do, concerning attendance. This is Julie D. thing to do.
Reports
Run reports
Under membership and enrollment – click on ADA/ADM by Student
Change ending dates for each month – click Submit
See if report makes sense.
9. Before printing elementary report cards the first quarter, be sure attendance is correct (see all the above),
check the 5th grade to see that report card does not say 6 at the end of line that reads: Next Year’s Assigned Grade Level: Remove until Q4/S2 report card is printed - then add 6 again.
Start Page
Reports
Report Setup
Object Reports
Edit object
Click on grade level 5 (Only grade that has teacher signature)
Edit Text object – Left side text box
Delete the next year and add at end of Q4 before printing report cards.
Other helpful Information:
10. In Elementary when a teacher’s name shows up incorrectly on a student report card
Go to Student and click on name
Check “Modify information”
“Correct Home Room” Teacher name
11. Report card – PowerGrade – PS Historical Grades information:
Teachers can change their grade book any way they want, but once grades are stored, this office (admin)
needs to make the changes. Teachers need to make changes in their gradebook and we need to make change
from the administrative side for historical records to be correct.
12. Guidance comment page instructions on report card:
Go to: Reports -
Report setup -
Object Reports -
#13 - guidance comments (click on “text”)
13. Class Rank: To update Class Rank, Go To: School
Class Rank -
Recalculate frequency -
Recalculate Now
14. Honor Roll: To run the honor roll – see page in the manual. To fix honor roll for 1 or more students when a grade
has changed after the honor roll as been determined: Go to:
Student name -
Honor roll – left side column -
Click on Honor Roll -
Delete the outdated information for the current quarter/semester
Then go to system -
Calculate Honor Roll -
Click on the student name and click submit
Be sure its set to the correct quarter.
If the Honor Roll for all students needs to be recalculated – call Kristi at ESU to have her delete the old one – she can delete all at once. Then recalculate honor roll. (See sheet with Report Card information.) There can be huge problems if you recalculate honor roll without deleting the old one.
15. Failing Lists: To compile a list of those failing for each quarter or semester go to:
Reports - Reporting Engine - Current F’s - Change correct term - sort by grade level - Enter
Copy and Paste to an Excel Spreadsheet. Fix the columns to fit. Will need to double-check against
report cards for accuracy. Complete an Excel spreadsheet (I have this info in my file on the fileserver under JMPorter – Failing Lists) with all information for all quarters and semesters and give to Mr. Waite so he has a total story for the year. Also, put a copy in the files stapled to the printout from PowerSchool.
16. To look at courses and see what is active or to make active:
Go to: Setup - School
Courses (bottom of page)
View Master Course list
Check to see if course is there
-if there, check to make active then “submit”
-if not there, click new
-set up new course
Give Name / number/credit hours/credit type/grade scale/
Incluge or Exclude from GPA / Class Rank/ Honor Roll
Click submit
then find and make active and submit.
17. Exclude: When entering “S” grades for Desktop Publishing, Teachers Aide, or any other “S” Grade
in High School– Click Exclude for GPA/Class Rank/Honor Roll. For Driver’s Ed also click Exclude for
GPA/Class Rank/Honor Roll
18. Retained Students: If we have retained students (Jr. Hi or High school), set the credit type for the
historical grades from last year to “Retained”. If last year’s grades are not distinguished from the current year’s grades, the report card will print both, since the report cards pulls by grade level.
19. Senior final grades: Store grades as usual. Make sure that all grades are entered – TAs, Student with special
grades, etc. Then, at the end of the year when all grades for all students are stored again, be sure the Senior grades
have not changed due to some error, as this would change the Transcript and that needs to stay like it was when the seniors graduated.
20. To enter Test scores (PSAT, ACT or SAT) on Student Transcripts:
Change to District where it says School at top of page.
Select grade level (11, 12 etc.)
Select student by name
See Academics on left side
Click on Test Scores
Select either PSAT or ACT on pull down tab. Use ACT 1, next time
ACT 2 etc. (Submit)
(Do not use just ACT as it is incomplete.)
Fill in numbers from the sticky tabs from ACT etc.
Click (submit) after you double check scores
21. To enter grades on transcripts for high school students who transfer in:
Go to Student name
Click on Historical Records on left side
Click on Multiple New Entries
Complete form entering information from transferring school
Enter school year such as: 2007 for the year 2007-2008 and grade level 9, 10 etc.
Enter Course Number for class taken (Look in Course Code Notebook)
Enter Quarter or Semester grades. Check store Codes to Q1, Q2 etc. We
use percents. Mrs. Porter can help.
Enter Letter grade and percent grade.
Enter credits for Semester only
Click on Include or Exclude for Class Rank , GPA, and Honor Roll
21. To change or fix Graduation date:
Reports -
Report setup -
Object Report -
Graduated-klf (or whichever one being used) -
Scroll to #14 and click on “text” and change graduation date every year (end of info).
22. Diploma types: Go to student name or class (12) – Custom Screens - Misc. – Change pull down tab to Standard or
College Prep.
23. Elementary Gort Scores: Twice a year, in the Fall and the Spring, someone in the Elementary will gather the
information for the Gort test. These scores need to be entered in the Elementary same as the ACT scores are
entered in the high school. Go to: Deshler Elementary – click on a grade level (6, 5, etc.) - click on a student name - on left side, click on Test scores - Use the pull-down tab and click on the correct grade level and enter the percent scores in the proper square – the Percentile portion. Check a previous year to see how it is done.
24. Activities – Working with Activities’ information
Entering New Information to Student List of Activities
Click on a Grade level or Student Name – Click on Custom Screens – Click on Stored Activity –
Enter grade level for the activity such as: 9, 10, 11, 12 or if lettered in an activity: L9, L10, etc.
When adding a new activity, go to:
Start Page – Systems – Custom Fields Screens – Student Fields – New – Add New
Such as: S_GBB - Stored Basketball-Girls
S_Organization_Officer - Stored Organization Officer etc.
No spaces – underscore for space – keep field name the same.
Then go to Custom Fields & Screeens – Custom Student Screens – Stored Activities – Edit Fields
Number in order that you want them to show up on Student Profile
(Can change text but don’t change field name!)
If you add a new field in student fields, also add new to Custom Student Screens and keep exactly the same.
Any new fields added must also be added to the report Go to Reports – Report Setup – Object Report –
Click on Profile Page w/Activities - Click on Text of Activities and add new field. Do like others and be sure added field is stated the same as in the Custom Student Screens and Student Fields.
To Print this report: Start – Click on Grade level or Student Name – Print Report (pull down tab for grade level or Function for student) – click on Student Profile w/Activities - report should come up – then print the report. Report should show School Profile and Student Activities.
I have a colored file folder with “Activities” information inside. Ask Mrs. Porter.