SHARING HISTORICAL GRADES EDUCATION TECHNOLOGY SERVICES. Sharing Historical Grades

Transcription

1 EDUCATION TECHNOLOGY SERVICES Sharing Historical Grades

2 Table of Contents SHARING HISTORICAL GRADES...3 Export the Grades...3 IMPORTING HISTORICAL GRADES FROM ANOTHER SCHOOL...7 Modifying the Data...7 Importing Historical Grades...9

3 Sharing Historical Grades After a student leaves a school district it is possible to export their historical grades and send the export to the new school. This allows the new school to import the grades instead of hand entering all the historical grades. The file can be sent via or CD. Use the steps below to export grades from DDE to send to another school. Export the Grades 1. Select the student by searching for /lastname a. Ex: James Smith left last week so use /smith in the search line. 2. If more than one student matches the search click on the correct one. 3. Click the Teacher Comments link on the left side of the page. 4. Note the number underneath the list of classes. a. This number is the student s internal ID number 5. Click the PowerSchool logo to return to the main page 6. Click the System link on the left side of the page 7. Click on Direct Database Export (DDE) 8. Change the table to Stored Grades 3

4 9. In the first drop down choose StudentID = the students ID a. It is possible to use more search parameters to limit the amount of data exported i. Grade_level > 8 (to only export HS grades) ii. Grade_level > 6 (to only export HS and JH grades) iii. StoreCode!contain Q (Store codes does not contain Q) 1. So only grades not in Q1, Q2, Q3 or Q4 will be selected 2. This will not work if the student has a quarter classes with earned credit 10. Click the Search all xxxxx records in this table 11. Click the Table View link to verify the selected group is the records needed a. Click on one of the records to double verify the search returned the correct data 12. Click on the Direct Database Export (DDE) breadcrumb 4

5 13. Click the Export Records link 14. Use the top drown down to choose what field names to export a. The fields do not need to be exported in the order listed b. Field names can be manually typed into the text box instead of using the drop down c. Any field starting with [ must be typed in by hand. i. These fields reference another table to pull extra info into the template Fields to Export: StudentID [students]lastfirst Grade_Level SchoolName Course_Number Course_Name Credit_Type Teacher_Name StoreCode Grade Percent GPA_Points EarnedCrHrs PotentialCrHrs TermID 15. Make sure the Column Titles on 1 st row box is checked 16. Click the Submit button 17. If asked, choose where to save the file 18. Open the file in a spreadsheet application to review the data before sending to the new school a. The exported file is a text file, usually just double clicking on it will not open the file in a spreadsheet application i. On a windows machine right click on the file and choose open with and choose Excel (or some other spreadsheet application) ii. Open the spreadsheet application first then select File Open, navigate to the file, select the file and Click Open 5

6 1. The file type most likely will need to be changed to All Types so the file can be found 19. Review the data a. Was the correct student exported b. Was enough or too much data exported 20. Save the file again i. If not enough data was exported start at the beginning and export again ii. If too much was exported select the rows or columns to remove and delete from the spreadsheet a. The file can be saved as a true spreadsheet, but the if the other school does not have the same application they may not be able to open the file sent 21. Run a transcript and report card pulling current quarter grades for the student and save the resulting PDFs the exported historical grades, transcript and report card to the new school. 6

7 Importing Historical Grades from another School After the student is enrolled into PowerSchool the historical grades from the other school can be imported. If the current years grades need to be on the student s report card remove the rows of grades for the current year. Then manually enter these grades and tie them to a section. Modifying the Data 1. Open the received file in the spreadsheet application 2. Columns to change a. StudentID i. Change to the students number in PowerSchool b. Course Number i. Choose from one option below 1. Change to match course numbers in PowerSchool a. If Graduation sets are based on course number this must be done b. This causes the course names to match course names in PowerSchool 2. Delete the column and don t import course numbers a. If Graduation sets are based on credit type this works great b. Course names from the other school will display as is on the transcript c. Credit Type i. Change to match credit types used at your school d. Teacher Name i. If the past teacher names are not wanted remove the column e. Store Code 7

8 f. Grade g. Percent i. Sort the spreadsheet by the Store Code column ii. Remove rows representing store codes not wanted 1. Ex: Quarter Grades (be careful not to delete final grade for Quarter classes) iii. Change store codes to match the ones used on the transcript 1. Ex: School sent Y1 grades and only S1 and S2 grades are used on the transcript 2. Ex: School sent S1 and S2 grades and only Y1 is used on the transcript a. By default one course in the same year with two grades with the same store code will not import. Only 1 of the grades will import. i. If any letter grades are empty remove the row ii. PowerSchool won t import data not including a letter grade i. If not wanted remove the column h. GPA Points i. Change to match GPA point system used at your school ii. Sort the spreadsheet by letter grade so it s easier to catch all changes to make i. Exclude from GPA, Class Rank and Honor Roll i. If any of the classes on the spreadsheet are excluded from GPA, Class Rank and or Honor Roll add the columns 1. ExcludefromGPA 2. ExcludefromHonorRoll 3. ExcludefromClassRank ii. Classes excluded are marked as a 1, classes included are marked as a 0 (zero) j. Student Name i. Delete this column after all necessary changes are made 8

9 3. Save the file with a NEW NAME, make sure it is save as Text Tab Delimited Importing Historical Grades 1. Login into PowerSchool 2. If necessary change the school to the school the student is enrolled 3. Click the Special Functions link on the left side of the page 4. Click Importing & Exporting 5. Click Quick Import 6. Change the table to Historical Grades 7. Click Browse and locate the text file with the student s historical grades 8. Click Import 9. Match Fields and Import Options a. Row 1 Change StudentID drop down to StudentNumber!! b. Check the box to Exclude the first row 9

10 c. Click Submit 10. Import Results a. Black Lines mean the date was imported b. Red Lines mean the data was NOT imported (just the 1 row marked red) 11. Run a Transcript for the student a. Does it look OK, does it match what the school sent? 10