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How to check your Student Data in PowerSchool for the SC Department of Education
Quarterly Data Collection 2 for the 90th Day
Student Data
1.
Log into PowerSchool
NOTE: Lockhart School will need to do the following for both the elementary and middle school.
2.
Select Reports, under the State tab, choose SC01 EFA/EIA Data Verification, and Submit
3.
Make any necessary corrections in the data for all errors shown on the report then re-run the report until it
shows '0' errors.
4.
Click Reports, under the State tab, choose SC02 Cumulative Class Report, enter the Day number, choose
Report Only under Output Type (DO NOT CHOOSE Report and Extract), Submit
5.
Click Reports, under the State tab, choose SC06 membership and Attendance Report, enter the Day
number, choose Report Only under Output Type (DO NOT CHOOSE Report and Extract), Submit
6.
Print the SC02 Cumulative Class Report and the SC06 Membership and Attendance Report
7.
Verify all information is correct on these two reports. The Cumulative Class Report contains the EIA
numbers – PK students, Gifted students, AP students. The Membership and Attendance Report contains
the EFA numbers – K students, Primary students (1st-3rd grade), Elementary students (4th-8th grade), High
School students (9th-12th grade), homebound students, students taking speech, Vocational students, etc.
OPTIONAL – the following are instructions on how to export your data into an Excel spreadsheet so you can sort
each field to look for errors. It is not required, however, this will help you find errors in your data.
IMPORTANT NOTE: You must make corrections in PowerSchool – NOT in the spreadsheet.
8.
Go back to the PowerSchool Start Page and select All students
9.
In the 'Select a function for this group of students' box, choose Export Using Template
10.
In the 'Type of Export' box, choose Students, then click the Submit button
11.
In the 'Export template?' box, choose State Reports-Students
12.
In the 'For Which Records?' box, choose The selected 450 students (where the number is the total number
of students in your school).
13.
Click the Submit button.
14.
When asked to save the file, choose to save to your Desktop and choose a name such as
90DayStudents.xls
15.
Minimize PowerSchool
16.
Open Excel
17.
From Excel, click the File menu and choose Open
18.
Navigate to your Desktop and double-click the file you saved in Step 14
19.
Click Delimited, then the Next button
QDC Data Verification
Page 1
20.
Click Tab, then the Next button
21.
Click in the StudentNumber column, choose Text, then click the Finish button
22.
Click in any single cell in the columns listed below so you can sort the table (do not highlight the whole
table) and look for blanks, non-blanks, etc. If there is something you cannot fix, please create a ticket so I
can help you with those.
To fix errors found in a., please create a ticket for Terri Camp.
a.
StateStudentNumber column – sort in Ascending Order to bring any 'blanks' to the top. There
should be no blanks.
To fix errors found in b. through o. below, go to the student Demographics screen.
b.
c.
d.
e.
f.
g.
h.
i.
j.
k.
l.
m.
n.
o.
LastName column – manually scan the column of last names to look for any last names that
contain anything other than just last name. For example, Camp Jr. is incorrect. Camp should be in
the last name column and Jr. should be in the StudentGeneration column. An example of a
correct last name however, is Everts-Camp because hyphenated names are acceptable.
MailingStreet column – sort in Ascending Order. Look at the top and at the bottom of the column
to find any 'blanks'. There should be no blanks.
MailingCity column – sort in Ascending Order. Look at the top and at the bottom of the column
to find any 'blanks'. There should be no blanks.
MailingState column – sort in Ascending Order. Look at the top and at the bottom of the column
to find any 'blanks'. There should be no blanks.
MailingZipcode column – sort in Ascending Order. Look at the top and at the bottom of the
column to find any 'blanks'. There should be no blanks.
DOB column – sort in Ascending Order. Look at the top and at the bottom of the column to find
any 'blanks'. There should be no blanks.
FederalEthnicity column – sort in Ascending Order. Verify all students whose code is '1' are
students who are Hispanic or Latino. Also verify that all Hispanic or Latino students are coded with
a 1. There should be no blanks.
RaceCode column – sort in Ascending Order. Look at the top and at the bottom of the column to
find any 'blanks'. There should be no blanks.
Ethnicity column – sort in Ascending Order. Look at the top and at the bottom of the column to
find any 'blanks'. There should be no blanks.
Gender column– sort in Ascending Order. Look at the top and at the bottom of the column to
find any 'blanks'. There should be no blanks.
GradeLevel column – sort in Ascending Order. Look at the top and at the bottom of the column
to find any 'blanks'. There should be no blanks.
GraduationYear
SSN column – sort in Ascending Order. Look at the top and at the bottom of the column to find
any 'blanks'. There may be blanks where a parent or student declined giving this to the school.
StudentNumber column – sort in Ascending Order. Look at the top and at the bottom of the
column to find any 'blanks'. There should be no blanks.
To fix errors found in p., go to State/Province - SC
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Page 2
p.
Self-ContainedDate column – sort in Descending Order. Verify the list of students who are in
Self-Contained classes are coded.
To fix errors found in q. through s. below, go to the State/Province – SC page, then Student Supplemental.
q.
r.
s.
AlternateSchoolPrgrm column – sort in Descending Order. Verify all students who are enrolled in
an Alternate School Program have been coded.
Plan504Code column – sort in Descending Order. Verify all students who have Plan 504 have
been coded.
NinthGradeCode column – High School Only: sort in Descending Order. Verify all students have
been coded with their first year in 9th grade.
To fix errors found in t. through aa. below, go to the State/Province – SC page, then PreCode.
t.
u.
v.
w.
x.
y.
z.
aa.
ELACustom column – sort in Descending Order. Verify all students who will need a custom ELA
test are coded correctly.
MathCustom column – sort in Descending Order. Verify all students who will need a custom ELA
test are coded correctly.
ScienceCustom column – sort in Descending Order. Verify all students who will need a custom
ELA test are coded correctly.
SocStudiesCustom column – sort in Descending Order. Verify all students who will need a custom
ELA test are coded correctly.
HSAP column – High School Only: sort in Descending Order. Verify all students who will take
HSAP are coded correctly.
KindergartenPrevProgram column – sort in Ascending Order. Look at the top and at the bottom
of the column to find any 'blanks'. There should be no blanks. Also, verify all are coded correctly.
DeafBlind column – sort in Descending Order. Verify the list of students who are Deaf and Blind
are coded.
MultiDisabled column – sort in Descending Order. Verify the list of students who have multiple
disabilities are coded.
To fix errors found in bb. below, go to the State/Province – SC page, then Transportation.
bb.
TransportationNeeded column – sort in Descending Order. Verify the list of students who have
special needs for transportation are coded.
To fix errors found in cc. through ee. below, go to Transfer Info.
cc.
dd.
ee.
EntryDate column – sort in Ascending Order. Look at the top and at the bottom of the column to
find any 'blanks'. There should be no blanks.
ExitDate column – sort in Descending Order. Only students who have attended at least one day
and then withdrew from your school should have an ExitDate of anything other than 5/28/2011. If
a student never attended your school this year, they should have been marked 'No Show'.
ExitCode column – sort in Descending Order to bring any 'non-blanks' to the top. Only students
who have attended at least one day and then withdrew from your school should have an ExitCode
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To fix errors found in ff. below, go to Other Information.
ff.
Homeless column – sort in Descending Order. Verify all students who are Homeless have been
coded.
To fix errors found in gg. through rr. below, go to Custom Screens > SC Additional Student info.
gg.
hh.
ii.
jj.
kk.
ll.
mm.
nn.
oo.
pp.
qq.
rr.
EnglishProficiency column – sort in Ascending Order. Look at the top and at the bottom of the
column to find any 'blanks'. There should be no blanks. Also, verify all students whose home
language is not English are coded correctly.
1stLanguageSpoken column – sort in Descending Order. Verify all students whose First Language
Spoken is not English have been coded.
HomeLanguage column – sort in Ascending Order. Look at the top and at the bottom of the
column to find any 'blanks'. There should be no blanks. Also, verify all students whose home
language is not English are coded correctly.
Immigrant column – sort in Descending Order. Verify all students who are Immigrants have been
coded.
BirthCounty column – sort in Descending Order. Verify the list of students who were born
outside of the USA are coded.
SC-IEP
TransportationNeeded column – sort in Ascending Order. Look at the top and at the bottom of
the column to find any 'blanks'. There should be no blanks.
If the student is marked as a Bus Rider in this column, verify that Bus 1 and/or Bus 2 are filled in.
i. Bus 1 column – morning bus number - if the student is marked as an AM or AM/PM bus
rider, enter bus number.
ii. Bus 2 column – afternoon bus number - if the student is marked as an AM/PM or PM bus
rider, enter bus number.
InstructionalSetting column – sort in Descending Order. Verify all students who have an IEP are
coded as SE.
MedicaidID column – sort in Descending Order. Verify the list of students who have a MedicaidID
is complete (all students who have an ID, have the ID in PowerSchool).
Migrant column – sort in Descending Order. Verify all students who are Migrant have been
coded.
DroputDate column – sort in Descending Order to bring any 'non-blanks' to the top. Only the High
School should have something in the DropoutDate column, and then only if a student has been
marked as Dropped Out.
DroputReason column – sort in Descending Order to bring any 'non-blanks' to the top. Only the
High School should have something in the DropoutReason column, and then only if a student has
been marked as Dropped Out.
To fix errors found in ss. below, go to Lunch.
ss.
LunchStatus column – sort in Ascending Order. Look at the top and at the bottom of the column
to find any 'blanks'. There should be no blanks.
QDC Data Verification
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Teacher Data
1.
Log into PowerSchool
2.
Select Staff
3.
In the Search Teachers box, enter SchoolID=yourschoolnumber (example: SchoolID=7 for BES teachers)
BES=7, FES=12, JES=14, JMS=2, LES=403, LMS=3, MES=17, SMS=4, UCH=5
4.
Select the Functions button
5.
Select Export Using Template
6.
In the 'Export template?' box, choose State Reports-Teachers, and click the Submit button
7.
When asked to save the file, choose to save to your Desktop and choose a name such as
45DayTeachers.xls, 90DayTeachers.xls, or 135DayTeachers.xls
8.
Open Excel
9.
From Excel, click the File menu and choose Open
10.
Navigate to your Desktop and double-click the file you saved in Step 8
11.
Click the Finish button
12.
Click in any single cell in the columns listed below so you can sort the table (do not highlight the whole
table) and look for blanks, non-blanks, etc. If there is something you cannot fix, please create a ticket so I
can help you with those.
To fix errors found below, go to Start Page > Staff > SchoolID={yourschoolnumber} > click the first staff member's
name > Edit Information
a. LastName column – manually scan the column of last names to look for any last names that
contain anything other than just last name. For example, Camp Jr. is incorrect. Camp should be in
the last name column and Jr. should be in the StudentGeneration column. An example of a
correct last name however, is Everts-Camp because hyphenated names are acceptable.
b. EmailAddr column – sort in Ascending Order. Verify all teachers have their SCHOOL email address
listed (not home email address). There should be no blanks.
c. Gender column– sort in Ascending Order. Look at the top and at the bottom of the column to
find any 'blanks'. There should be no blanks.
d. Ethnicity column – sort in Ascending Order. Look at the top and at the bottom of the column to
find any 'blanks'. There should be no blanks.
e. LicenseNumber column (called StatePrId in PowerSchool) – sort in Ascending Order. Look at the
top and at the bottom of the column to find any 'blanks'. There should be no blanks. If the teacher
does not have a license number yet, enter 6 0's (000000) until the teacher receives their license
number from the SC Dept of Education.
f.
SSN column – sort in Ascending Order. Look at the top and at the bottom of the column to find
any 'blanks'. There may be blanks where a parent or student declined giving this to the school.
QDC Data Verification
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Below are the steps to creating an Excel spreadsheet from the Precode fields in PowerSchool. Once you’ve
created your spreadsheet you can sort the different fields (columns) to look for blanks, and also to look to confirm
your students are coded correctly.
Export Precode Data
1. Open PowerSchool
2. Click All students
3. Click Special Functions
4. Click Importing & Exporting
5. Click Quick Export
6. Either type the following fields into the Quick Export box or Copy and Paste the following fields into the
box.
NOTE: To copy these fields > highlight them here > right-click (click the RIGHT mouse button) on the
highlighted area and choose Copy > go to the PowerSchool Quick Export screen and in the large white box
right-click and choose Paste
First_Name
Middle_Name
Last_Name
Home_Room
SC_Advisor
SC_AltAssessCde
SC_CustomELACde
SC_CustomMathCde
SC_CustomSciCde
SC_CustomSocStuCde
SC_CustomWritingCde
SC_ELASortID
SC_EOCEPOnlineAlg
SC_EOCEPOnlineBio
SC_EOCEPOnlineEng
SC_EOCEPOnlinePhySci
SC_EOCEPOnlineUSHC
SC_HSAPMaterialsCde
SC_MathSortID
SC_OralELA
SC_OralMath
SC_OralScience
SC_OralSocStudies
SC_OralWriting
SC_OtherName
SC_ScienceSortID
SC_SocStudiesSortID
SC_StuNotTested
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SC_StuNotTestedReason
SC_TestMissed
SC_WritingSortID
SC_KndrgrtnPrevPgm
SC_DeafBlindInd
SC_MultiDisabInd
SC_TestMissed
SC_ReqExclusion
7. Click the Submit button
8. When asked, Save the exported records file by naming the file something like Precode2011-12.xls
9. Open the Excel spreadsheet and look over the data. A zero in the field means the default – for example, if
SC_CustomSciCde (Science Custom Materials) has a 0 it means Not Needed; an N in the column means No
– for example, if Sc Eoceponlinebio (EOCEP Online Administration for Biology) has an N it means No
EOCEP Online Administration for Biology.
NOTE: To sort a column, put your mouse cursor anywhere in the column and click the A-Z (ascending order) or Z-A
(descending order) button.
10. Make all corrections in PowerSchool NOT in the spreadsheet
QDC Data Verification
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