Dallas Independent School District Elementary Scheduling Training for CRC s

Transcription

1 Dallas Independent School District Elementary Scheduling Training for CRC s October 23, 2017

2 Table of Contents Intro to PowerSchool... 1 PowerSchool Access... 1 Logging In... 2 Browser Support... 3 Windows Browsers... 3 Mac Browsers... 3 Chromebook (except ReportWorks)... 3 Navigation... 3 Navigation Bar... 4 Start Page... 4 Personalizing PowerSchool... 5 Searching for Students... 6 Security... 7 Session Timeout... 7 Searching for Staff... 7 Scheduling... 8 Building the Master Schedule... 8 Editing the Master Schedule... 8 Copying the Master Schedule Mass Enrolling Students Changing a Student s Schedule Dropping a class Adding a class Distance Learning... 15

3 Intro to PowerSchool PowerSchool is an internet-based student information system that allows for the management of grades, attendance records, school schedules, class schedules, and citizenship. PowerSchool Access 1. The portal designed for office staff, including school and district administrators is 2. The portal designed for classroom teachers is 3. The portal designed for parents and students is 1

4 4. The portal designed for substitute teachers is NOTE: The login screen is very similar in all four portals. The proper portal should be verified as the first troubleshooting step when the user reports login issues. Logging In Administrators, Staff, Teachers will use the EAD username and password to gain access to the corresponding PowerSchool portal. NOTE: The login screen will lock after being idle for some time. In this state, even if login credentials are entered correctly, the user will get an error message; a second attempt with accurate credentials will allow the user to login. NOTE: If an incorrect username / password combination is entered ten times, the user s account will be locked. The user should contact the service desk for assistance. 2

5 Browser Support Users are encouraged to use the browser that is most familiar to them. PowerSchool supports the following browsers. Older browsers and operating system combinations may continue to operate properly, but are no longer supported. Windows Browsers Latest two versions of Edge Internet Explorer 11 Latest two versions of Firefox Latest two versions of Chrome Mac Browsers Latest two versions of Safari Latest two versions of Firefox Latest two versions of Chrome Chromebook (except ReportWorks) Latest two versions of Chrome OS NOTE: Visual Scheduler may be used with any certified or supported browser as indicated. However, due to the use of more technically advanced browser features in the Visual Scheduler, PowerSchool believes the best user experience from both a functional and a performance perspective will be with the most current versions of Firefox, Safari, and Chrome. Navigation User, Ima

6 Navigation Bar The Navigation Bar is shown at the top of the PowerSchool start page and is common to every page in the application. The navigation bar includes the following information: 1. PowerSchool Logo: Click to return to the start page. 2. User name: Displays the user name. Hovering over the name shows how the last session ended: logging out, timing out or logging off due to multiple concurrent logins. 3. Help: Displays a link to both System Help for page specific help to find answers to many common questions and State Reporting Help for questions related to state reporting. 4. Sign out: Click to log out of PowerSchool 5. School: The user s assigned school (default school) is displayed. If the School link is blue, click it to access another school. This only applies if the user has access to more than one school. 6. Term: The administrative user sets the default display for the term. To change the term, click on Term then select the term needed. 7. Alert: Displays messages related to logins and attempted logins. 8. Report Queue: Click to open the Report Queue to see a list of all student and staff reports that have been printed by the user*, including pending, running and completed report requests. The user can cancel any pending reports, request completed reports be run again or delete completed reports. *NOTE: The report queue lists reports for a configured number of days, at which time the reports are removed from the queue. 9. Printer Icon: Click to print the PowerSchool Page 10. Navigation Bar: Displays the navigation path (also called breadcrumbs) of the PowerSchool pages accessed by the user and provides a link back to previous page or pages. Start Page 11. Main Menu: The main menu is the vertical frame on the left side of the page. 12. Search Students: User will enter search criteria to view data for a specific student or group of students. 4

7 Personalizing PowerSchool Select Personalize from the Setup section of the Main Menu 1. Change password: Will not be used in Dallas ISD, all passwords are synced to Active Directory (EAD Password) 2. Default sign-in page: Select the page that will be displayed after logging in, set as Start Page by default. 3. Initial student screen: Select the student page to display first after finding a student record, set as Schedule by default. 4. Interface: Enable search preferences a. Enable Task Navigator: A tool that provides process-oriented help for certain complex tasks. If enabled, a frame displays in the lower left of pages in PowerSchool that include task navigation b. Enable Smart Search: When enabled, as search criteria is entered, PowerSchool automatically provides a dropdown list of suggestions, icons are as follows: c. Include Inactive Student/Staff Results: Returns Inactive Student/Staff names without requiring the user to preface the search with forward slash (/) 5

8 Searching for Students Learning how to perform searches is the key to using PowerSchool. Searching tips: Field names should be spelled exactly as they are displayed in the field list. The case of the field name is not important Use a semi-colon ( ; ) to create a compound (and) search Choose the correct comparator Comparator Meaning = equals < is less than > is greater than <= is less than or equal to Comparator Meaning >= is greater than or equal to # does not equal in is [field] present in the search argument? contains is the search argument contained in the [field]?!contain is the search argument NOT contained in the wildcard Search Students: Enter student number, student last name or a search command to view information for a specific student or group of students. 2. Search Icon: Click to initiate the search 3. State Student Number: Click to insert the field name for the state student number 4. Advanced: Select the checkbox to search for and then select a group of students as the current student selection 5. Include Remote Enrollments: Select the checkbox to search for students who are enrolled in a class at the school while maintaining their enrollment at their home school. 6

9 6. View Field List: Click to view the list of all fields that can be used to perform a student search. 7. Search Help Icon: Click to display directions for searching 8. Browse Students: a. Alphabet: Click a letter of the alphabet to display a list of students whose last names begin with the selected letter. b. Grade: Click a number to display a list of students in the selected grade c. Gender: Click either M or F to display a list of students with the selected gender d. All: Click to display a list of all the active students in that school e. Current Selection: Click to display the last group of selected students without repeating the search function f. Stored Searches: A group of searches created at the district level g. Stored Selection: Will not be used, the student group is static and quickly becomes out of date NOTE: The pages displayed after a student is selected are determined by the securitiy group to which the user belongs Security All users who access PowerSchool using the are assigned to a Security Group. The group to which a user is assigned determines the pages and level of access granted to the user. Additional access privileges can be assigned using Roles Administration. Session Timeout Users will be automatically logged off after a configurable number of minutes of inactivity. When the user logs in again, a prompt will display to allow the user to return to the same place within the application. Searching for Staff Staff searches are like Student Searches but are limited to using the last name of the staff member or a search command. In addition to alphabet and gender, the browse options include staff position of Teachers, Staff, Lunch Staff and Substitutes. The Staff Directory link provides a list of all staff, with s in a text box for copying into an client. 7

10 Scheduling Building the Master Schedule Year 1 ( ) Elementary Master Schedules will be built using an Excel import. Editing the Master Schedule 1. Creating a section a. Search for the homeroom teacher from the Staff tab of the Start Page 1.b. b. Select Current Schedule from the Functions menu 1.c. c. Click New to create a new section 1) Enter the Course Number 2) Check the box(es) to represent the Schedule Expression 3) Enter the Room 4) Enter the Section Number 5) Enter the Grade Level 6) Enter the Maximum Enrollment 7) Enter Dependent Sections if applicable Dependent Sections are those classes in which the student enrolled in the current section should also be enrolled NOTE: Dependent Sections should only be entered on one class per Homeroom group 8) Check the box to Close Section at Max 9) Click Submit 2. Editing an Existing Section 8

11 a. Search for the teacher from the Staff tab of the Start Page 2.b. b. Select Current Schedule from the Functions menu c. Click the Section Number for the section that needs to be edited d. Complete edits e. Click Submit 1) Update lead teacher: a) Click Add in the Teacher-Section Lead section b) Enter the End Date for the original lead teacher c) Select a new lead teacher d) Enter the Start Date for the new teacher using the day after the End Date of the original teacher 2) Add a co-teacher: a) Click Add in the Teachers / Staff Additional section b) Select the co-teacher s name c) Select the role of Co-teacher d) Enter the Start Date and End Date that corresponds to the coteacher s assignment 3. Deleting an Existing Section 9

12 a. Search for the teacher from the Staff tab of the Start Page 3.b. b. Select Current Schedule from the Functions menu c. Verify that the section enrollment is 0 d. Click the Section Number for the section that needs to be deleted e. Click Delete Section from the bottom of the Edit Section page NOTE: A password is required to delete a section. School users need to contact your Data Coordinator to have them delete class sections. District users should check the database for both active and inactive student section enrollments prior to deleting a section. 10

13 Copying the Master Schedule Future Elementary Master Schedules will be copied from the current year to the next school year 1. Copy the previous year s schedule 1.a. a. Select System from the Setup section of the Main Menu 1.b. b. Select Copy Master Schedule from the Scheduling Section of the System Administrator page 2. Edit the master schedule as needed 11

14 Mass Enrolling Students Elementary students typically travel together from class to class by homeroom, to insure homeroom students travel together, all classes for a given homeroom will be entered in the Dependent Section field for that homeroom Select a grade-level of students 2. Click Select Students by Hand Check the box for each student who should be enrolled in the first homeroom section 4. Click Update Selection Confirm the list of students is correct 12

15 6. Select Mass Enroll from the Scheduling section of the Student Screens menu Enter the course number.section number in the Quick Enroll section of the Mass Enroll screen, for example, enter A for section 1 of first grade homeroom. Click Enroll Edit the date on the Mass Enroll Preview screen to match the first day of the term NOTE: Homeroom is the class where dependent sections are entered, therefore, when a student is enrolled in Homeroom, they are also enrolled in the dependent sections. In the case of A, the student is also enrolled in A (Mathematics), A (Social Studies), A (Science/Health) and A (Conduct) 13

16 Changing a Student s Schedule Dropping a class 1. Search for the student from the Students tab of the Start Page Select Modify Schedule from the Scheduling section of the left navigation menu 3. Check the box in the Drop column for the class that should be dropped and click Drop Selected a. If the student enrollment should be deleted, enter a drop date that is the same as the enter date NOTE: If any grades are associated with the section enrollment, they will be lost. b. If the student is moving to a new section, enter a drop date that is the day after the last day the student was in class. The entry date in the new section should be the same as the drop date in the current section. 14

17 Adding a class 1. Search for the student from the Students tab of the Start Page Select Modify Schedule from the Scheduling section of the left navigation 3. Enter the course number. section number of the new enrollment in the Quick Enroll section, or choose the Period drop down in the Find section to display all classes that meet during a specific period. Distance Learning Basics for PowerSchool Admin Users Part 1 Basics for PowerSchool Admin Users Part 2 Basics for PowerSchool Admin Users Part 3 Managing Students in PowerSchool During the School Year Scheduling - Elementary 15