powerschool marks procedures · powerschool marks procedures cesd system services storing grades...

PowerSchool Marks Procedures

CESD System Services Storing Grades Jan 9, 2018

1. Setting up Sections at beginning of Term

2. Data Checks

3. Storing Grades for Quarters, Semesters and Yearlong Marks

4. State Report

5. Approving

6. Semester is over now what?

1. Setting up sections Before enrolling Students

The Alberta Information at the bottom of the Section setup page is critical to having marks submit to PASI

correctly. This is where the course information will be picked up for each student.

1. Diploma Course and Career Technology Studies – these are both set at the District level. Ensure they are

correct

2. Funding/Delivery Schedule – should be REG

3. Primary Delivery Method – most schools for most courses will use REG; Work Experience, RAP, Green

Certificate, Etc. use OFC; Career Highs use ORP

4. Instruction Language – should be EN for all courses except French Immersion (not French as a Second

Language, that would be EN)

5. Instructional Minutes Offered – to be left blank at this point

6. French Instruction Hours – as determined by the Principal

7. External Credential Eligible – should be no for most courses (list provided by AB Ed)

8. Section Term (Derived) – will match what is set up in your terms

9. Section Term (Override) – check with sishelp before editing this

10. Exam Registration Date – enter the first exam date for Diploma Exams only

11. Exam Writing Center – should be the AB Ed School number

12. Class ID – only enter information if you need to separate different sections of the same course

13. CSIS Multiple Grades Selection (If Required) – enter the “typical” Grade Level higher up and check off

any additional grades that may take the course



2. Data Checks in PowerSchool

Special Functions>

Alberta PASI SCM Functions and Alberta PASI Data Validations

Manage School Course Marks

- Select the items in order >Type not in PASI

Course/Evaluated Marks Core Alerts

- This will give you a list of core alerts

Course/Evaluated Marks Approval

- Approve marks Evaluated and Course Enrolments

School Terms Validation

- Choose the Validation Should only show Trimester courses.

Course Validation

- This will run through your courses and alert you to problems

Marks Validation

- Provides a list of Marks available in PowerSchool but missing in PASI

Applications>

1. Go to System Reports > sqlReports 4 > Submissions > High School Stored Grades Check then export as a

CSV

2. Use the Sort and Filter to compare and verify that you have the correct number of marks and spot check

from the Teacher’s Marks Verifications that the marks are correct



3. Storing Grades in Historical grades for Quarters/Semesters and Yearlong courses

Grades that need to be stored 9-12- other grades (elementary/middle school) can be stored too. We

have a drop down in the backpack for teachers to view Historical marks within the Division.

The process of assigning marks to students in PASI will be broken down depending on the circumstances.

1. The student leaves a course during the term (may or may not have completed the course)

– follow the Early/Withdrawal of Courses document.

2. If this is just a group of students you are storing to submit make sure to follow the

Early/Withdrawal of Courses for all enrollment status.. Do these steps to store and make sure to

follow additional Filter options

3. The term is complete and all students enrolled in courses require marks “sent” to PASI

– follow this document further.

Decisions you make before your store

* Are your teachers ready? Do they have all their marks in the system?

* Did you have any Header classes that run year long that have marks go in at Semester change?

Are they entered into the proper sections?

* Time lines and Due (Dates to Alberta Ed are not the days you want teachers handing stuff in)

* Make sure you have what you need from teachers.

* Make sure up have followed the Mark Submission Checklist for PASI Marks

*Work Experience do some checking on previous marks Etc. Are they actually done….

Questions you ask yourself before your store

Are you storing for Report cards or for PASI ?

Follow check list at end for storing grades to make sure all stores are done

High School Concurrent students at your school have to be done manually. They do not store with the

regular store –You can use the Early/Withdrawal of Courses Document

Steps

PowerSchool > Start page> System > Permanently Store Grades (under Grades)

Note – You only have 1 month to store after a term is over.



SEE CHECK SHEET AT END OF DOCUMENT FOR MAKING SURE ALL STORES ARE DONE.

For Trimester classes please remember that nothing goes to PASI only to Store code pertaining to

Trimester

T1 – T1 etc. Dates are in Dec/ March/June

Please make sure they are stored for future reference

Trimester Report Card Store for Elementary /Middle Schools taking part in Report card Test

T1 to T1 – do not store with credit

T2 to T2 - same

T3 to T3 - same

EXCLUDE/INCLUDE CLASS ENROLLMENTS

*Use the third option “Include only enrollment records that are currently active and that were active on

this date” Use the date that the marks are being stored – but make sure it is an actual school day in the

Calendar setup and Term as you are storing. (For students who have withdrawn during the term, use the

Early/Withdrawal Course Procedure.)

Use this Final Grade/Reporting Term

What is the course term set up as?

Q1-Q2 Q3-Q4-S1-S2-Y1

Save with this Historical Store code.

*Is it Report card store? R1-R2-R3-R4 -Grades 9 and

down are stored with R’s for report cards never PASI

store codes. Exception would be JH student taking

high school course.

*Is it going to PASI? Make it the same as the course

term above Q1-Q2 Q3-Q4-S1-S2-Y1.



*When you only want to store a select group of students in a certain class this would be the step.

You can also change it to store a certain grade level, there are different scenarios in which you can use

this.

CLASSES BY TERM LENGTH

When selecting Classes by term length. What is the term length of class you are storing?

This is important as we pull Rutherford information from Historical grades, If you put in credits when the

it is the report card store this will double their credits.

*Report cards store select with no credit the % of course credit will stay empty

*PASI Store course submission With Credit 100%

Tip: you will have to do each store separately

Example: Q1 is over.

1. You will need to store Q1 –Q1 classes to submit to PASI (store with credit 100%)

2. You will also need to store * Q1 to R1 *S1 to R1 *Y1 to R1 marks separately for report cards (store

with no credit )



*NEW FIELD *

You can now choose not to update other previously

stored marks if they have not changed.. Tick box

You can choose between Diploma and Non–diploma

Marks



4 Now for the term end process Run the State reports This is only if you have marks to

submit to PASI

Don’t run the State Reporting unless its High School submission time - This will cause error, if this happens

you can just ignore them until the end of the term

Make sure term is correct on Start Page

PowerSchool> System Reports> State tab

SCM DEFAULTS Only do CC Table -PICK STATUS CODE / TERM being stored/DIPLOMA OR NON DIPLOMA Don’t NEED TO DO Section Table -- Let this run, might take a few minutes Do not need to view Queue



SCM Validation

CTS Validation

Editing Information for individual Students. Go to All enrollments > Edit beside the course that needs correcting

* Select all students or the group

*Select Store code and Term (match)

*Select Diploma or non-Diploma

*Tick off Run update Process

*Select complete (Com) for under

25%(might require some clean up)

Do this last to make sure everything in

CTS is ready first.

*Select Store code and Term

*Run update Process

Edit allows changes (shown below)

View shows the assignment and final marks

for the course



COURSE COMPLETION STATUS CODES (All Enrollments- funding)

CTS COURSES HEADER COURSES Always NO to funding and WITHDRAWAL

CTS MODULES 1% - 24% NO / INCOMPLETE No Approval

Nothing will go up to PASI

24% - 49% if 50% of courses has been assessed and worked on

YES / INCOMPLETE No approval

Incomplete will appear on Transcript without a mark

24% - 49% if less than 50% of course has been assessed and worked on

NO / INCOMPLETE No Approval

Nothing

50% + YES / COMPETE

REGULAR COURSES 1% - 24% NO / WITHDRAWAL

24% - 49% if 50% of courses has been assessed and worked on

YES / COMPLETE

The mark will appear on Transcript

YES /WITHDRAWAL

The Mark will not appear on Transcript

24% - 49% if less than 50% of course has been assessed and worked on

NO / WITHDRAWAL

Nothing will go up to PASI

50% + YES / COMPETE

Mark will appear on Transcript

NOTES:

Never use INCOMPLETE (INC) for regular courses (ONLY CTS)

Withdrawal (WDR) – no associated mark goes up to PASI

Incomplete (INC) – mark

Are the requirements met?

Could be complete, incomplete, or Withdrawn (check com status codes)

Dual Enrollment -Only for courses being taken through College

Exam Writing -Enter the writing center number, if different than what is set in the

section



5 Approving Marks in PASI:

1. Go to Special Functions Alberta PASI SCM Functions Course/Evaluated Marks Approval 2. The school will be selected. Select the Item – Evaluated Marks or Course Enrolments. Click on

a. Evaluated Marks:- For everything that the student is not enrolled in a Course at

school for ex: Out of Province Evaluations

b. Course Enrolments: For Everything the student has an Enrollment for at your school



6 Semester is over now what…?????

*Core Alerts- double check

-40220 -Missing Prerequisite

-40206 -Overlapping Course Enrolment

Checks in PASI

PASI PREP > Course & Marks > List Course Enrollments> Search

Filter the Term on which you are just finished

Filter on Status (way over to the right) There should be no active Status left.

Filter on Mark do they have Mark Value/Assignment Date/Approved

Filter on Funding Request – have you made sure the no/yes are proper..

Anything you need to adjust needs to be done in PowerSchool not PASI, un approve the mark

first in PowerSchool

Something to remember is what started submitting marks this way in 2016-2017 year. All

corrections for this year and on will need to be done in PowerSchool

Any adjustments that need to be done before this time will have to be done both in PASI and

PowerSchool

If you are every unsure about anything please contact the SIS Department

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