PowerSchool Handbook Introduction to PowerSchool

Transcription

1 Handbook Introduction to Version 3.6 July 23, 2018

2 Copyright 2018, San Diego Unified School District. All rights reserved. This document may be reproduced internally by San Diego Unified School District. Except as noted, all rights are reserved. No part of this publication may be reproduced, transcribed, stored in retrieval systems, or translated into any language in any form by any means without written permission of San Diego Unified School District, Integrated Technology Support Services (ITSS), 4100 Normal St, San Diego, CA Introduction to Page 2

3 Table of Contents Part 1: Resources and Training... 5 Accessing Resources... 6 Handbooks and Job Aids... 7 Training... 8 News... 9 PowerSource Support Website Part 2: Signing into Who Gives Me Access to? Your First Sign In to URL s Enable Smart Search Start Page Terminology Header Navigation Toolbar Staff Search District Students Search District Staff Search Part 3: Accessing Student Data Individual Student Data Student Alerts Icons System Reports Easy Export to Excel Student Profile Quick Lookup Report Queue Sample Views of Reports Introduction to Page 3

4 Select Report and Print Scroll List Buttons Student Screens Part 4: Group Functions & Start Page Features Current Student Selection Feature Group Functions Navigation Stored Searches Stored Selections Multi Select Select Students By Hand Advanced Search Feature Export Your Choice of Data Group Function: List Students Teacher Schedules Part 5: Data Search Search Result Icons View Field List Student Searches Useful Search Commands Compound Searches Search Prefixes Search Codes Introduction to Page 4

5 Part 1: Resources and Training Introduction to Page 5

6 Accessing Resources Handbooks: Reference your Handbooks and Job Aids on the IT webpage: SDUSD Colleagues: Reach out to a colleague who may know how to help you. Create a network of clerical staff to or call when you need quick assistance. Your Site PowerUser: Ask your school s Site Tech or Power User. Utilize your onsite team to enhance your skills and answer questions. IT Help Desk: Call the IT Help Desk for assistance or to report issues (619)209-HELP (4357). Introduction to Page 6

7 Handbooks and Job Aids 1. From click Staff Login and find the Home page. 2. Under Shortcuts, click Technical Support / Help Desk. 3. Click on IT Resources to display options list. Select. 4. Click Handbooks and Job Aids tile. Click the subject name to see handbooks, job aids, tutorials, and course descriptions. Introduction to Page 7

8 Training The IT Training Webpage offers various links for assistance. The training link will display a calendar of scheduled training sessions as well as a link for ERO registration. From click Staff Portal and find the Home page. 1. Under Shortcuts, click Technical Support / Help Desk. 2. Click on IT Resources, then select. 3. Click on the Training tile Introduction to Page 8

9 4. The IT Training Department will post monthly trainings. Please take advantage of scheduled trainings. Many courses are seasonal. course descriptions will guide you to decide if the topic aligns with your site responsibilities. News News provides just in time announcements, instructions, or alerts, pertaining to the student information system. To receive News via , call the Help Desk (619)209-HELP to submit your request. The is delivered from IT Training & Support. To view the blog of news from the district website go to the IT website by following the steps below. 1. From click Staff Portal and find the Home page. 2. Under Shortcuts, click Technical Support / Help Desk. Introduction to Page 9

10 3. Click on IT Resources, then select. 4. Click on the News tile. 5. View news or browse historical information. Introduction to Page 10

11 6. News can also be accessed from the Start Page in. The most recent news topics are listed. To view them, click on the news title link. PowerSource Support Website PowerSource is a community-focused customer support portal for all products. PowerSouce is available to all district and school staff, including teachers, administrators and IT staff. It offers documentation, user forums, online tutorials and knowledgebase articles. Login to PowerSouce at Note: You will need a username and password to sign in. If you do not have a username and password, contact the IT Help Desk (619) 209-HELP. Introduction to Page 11

12 Part 2: Signing into Introduction to Page 12

13 Who Gives Me Access to? Request Access Your administrator, or site Power User, assigns appropriate levels of security access to users. No one should be allowed access to more information than necessary. A specific user's access depends on job responsibilities. Request Removal of Access If you continue to have access to a school after leaving a position, send the principal an requesting removal of the access. The principal will forward the to the appropriate staff member. System Administration Handbook for PowerUsers For information on how a Power User assigns security permissions, or to find out what security permissions are available, see the System Administration for Power Users Handbook or Job Aids: Introduction to Page 13

14 Your First Sign In to is a web-based application. You will need to access the internet to use. Firefox is the recommended web browser to run. It is recommended that you clear your browser Cache regularly for optimal performance. URL s Below are the URLs for Admin, PowerTeacher, and the Parent/Student Portal: Administrators: Teachers: Parent/Student: Important! As a San Diego Unified employee, you have been given a default password. Your default password is Sdcs followed by the last four digits of your Social Security Number. An example of a person s password might be Sdcsxxxx where xxxx is the last four digits of his or her SSN. Notice that the S is capitalized. You should change your default password online at This DWA password selfservice website explains how enroll in the self-service program, how to change your default password, and how to reset your password. If you still need assistance with a password, ask your school s power user to contact the Help Desk at HELP (4357) to have the password reset. 1. Enter your username, then your password. The characters display as asterisks (*) to ensure greater security when you sign in. 7. Click Sign In. Note: If you exceed the number of sign in attempts allowed, you will be locked out of. If this happens, contact your Power User so they can contact the appropriate support team. Introduction to Page 14

15 Enable Smart Search Smart Search is a useful feature that quickens your search when typing a student or staff name on the Start Page. 1. Click Personalize from the main menu. 8. Click Interface. 9. Check the boxes for Enable Smart Search. You may also choose to turn on the option to Include Inactive Student/Staff Results. 10. Click Submit. Introduction to Page 15

16 Start Page Terminology The Start Page consists of the following main areas: Header Navigation Toolbar Main Menu Start Page Current Student Selection Introduction to Page 16

17 Header The header appears at the top right of the page. The header includes the following features: Feature Welcome, [Your Name] Help Sign Out Description Click on to return to the start page from anywhere within the application. The first and last name of the person signed in. Your name should appear. If it does not, contact your school s Power User. Click to access the online help file. Click to sign out of. Note: To hide the header, click the Hide Header arrow. This also affects School and Term in the navigation bar. Click again (now the Show Header arrow) to display the header. This setting is retained as you move through. Introduction to Page 17

18 Navigation Toolbar Icons found on the Navigation Toolbar: Feature Description InfoSnap portal access for single sign on access. User access is required through security settings from your PowerUser. Applications Icon Notifications Icon If the selected school has any notifications requiring attention, the number of notifications appears next to the icon. Report Queue Icon The report queue holds pending, running, and completed reports. When you submit a report request to the system, the system captures that request and transmits it to the report queue. Printer Icon Click the icon to print a printer-friendly version of the page you are viewing. Introduction to Page 18

19 Staff Search The Staff tab is a way to locate site staff personnel for scheduling, security access assignment, and other set up options. 1. On the Start Page, click the Staff tab. Introduction to Page 19

20 District Students Search Use the District Search feature to search the entire district for a student. You may use one field or multiple fields when searching. 1. From the Start page, click on the District Students tab. 2. Search for the student by filling in any information you have. Click Search. The District Search Results page displays the student(s) found. The more specific the search criteria, the more narrow the search results will be. The search criteria you entered will be displayed at the top of the page, along with the number of students found. Note: You can click on any column header to sort by that column. Introduction to Page 20

21 3. If the search results produce more than one student, you can click on any student number in blue to the right of the student name to view additional, identifying information. Introduction to Page 21

22 District Staff Search Use the District Staff tab to locate staff personnel and assign security access to your school. This access is limited to the PowerUser security role. Please see the System Administration Handbook for assigning security access. Introduction to Page 22

23 Part 3: Accessing Student Data Introduction to Page 23

24 Individual Student Data Once you select a student on the Start Page, you are taken to the student page and the Student Page Menu will display on the left. This menu lists links to view student data. The links displayed will vary based on your security settings. Note: The Student Page Menu is different than the Main Menu on the Start page. Introduction to Page 24

25 Student Alerts Icons Alert icons are used on Student Pages indicating important student information. Additional Alerts may be created to represent San Diego Unified Special Programs. - Birthday Alert - Legal Bindings - Medical Alert - Special Education -English Learner - GATE Cluster - GATE Seminar Introduction to Page 25

26 System Reports System Reports offer many options of data for various areas of student information. Report descriptions are provided as you hover the report name. 1. From the Start Page, click System Reports. 2. Select a report tab to open the reports. Introduction to Page 26

27 Easy Export to Excel Excel is a useful tool to sort, organize, and save data from. data is configured to easily fit into an Excel spreadsheet. Simply, highlight and copy data. Use Paste Special to paste data. Introduction to Page 27

28 Student Profile The Student Profile is a quick way to lookup basic demographic information about a student such as their birthdate, lunch PIN, and ethnicity as well as basic contact information such as addresses, phone numbers, and s. 1. From the Start Page, select a student or group of students. 2. From the main menu, click Student Profile. Introduction to Page 28

29 3. The Student Profile will appear. The Profile has three tabs: Demographics, Contacts, and Addresses. Click on any tab to view related information about the student. The Demographics tab displays basic demographic information about the student including the Home Phone, Lunch ID and any Special Programs the student is currently enrolled in. 4. The Contacts tab displays Parent/Guardian and Emergency Contact information including phone numbers, the relationship to the student, primary language of the contact, and address if it has been entered. Click the address to a contact. 5. The Address tab displays basic address information for the student. Introduction to Page 29

30 Quick Lookup The Quick Lookup page displays commonly used information, such as the student's schedule, teachers, current grades, and attendance record. The data is pulled from PowerTeacher. On this page, you can perform any of the following tasks: Click a teacher's name to send an message. Click on absences or tardies to display details on the Dates of Attendance page; lower-case attendance codes indicate that the teacher took attendance, while upper-case attendance codes indicate that an attendance clerk or office staff member took attendance. The attendance totals that appear at the bottom of the page can be used for reports. To view assignments, scores and rubrics that comprise the final grades for a term, click the grade in the appropriate term column. Note: Days that appear grayed-out indicate that school is not in session and/or the student is not enrolled on that date. Other information may not appear unless school is in session and/or the student is currently enrolled. Introduction to Page 30

31 Report Queue Sample Views of Reports The student menu page contains a link to Print a Report. These report options can be printed for one student or a group of students. These selected reports render in the system report queue. Please note, the Print a Report options are different than System Reports. Student Schedule Emergency Information Listing Introduction to Page 31

32 Student Locator 4 UP Introduction to Page 32

33 Select Report and Print These reports can be printed for a single student or group of students using the current student selection. To print for a single student follow the steps below. To print for a group of students 1. To print for a single student, first select the student. Then from the student menu, click Print a Report. 2. Then select the desired report, adjust printing options, and click submit. Introduction to Page 33

34 3. On the Report Queue - My Jobs page, click Refresh to update the status of your report. 4. When the status is completed, right click View then click Open Link in New Tab to have the report open in a new tab. 5. Locate the new tab and click to open. 6. To revisit the Report Queue while it contains your report projects, click the paper icon in the upper right corner. Introduction to Page 34

35 Scroll List Buttons Your current student selection follows you when viewing a student page. List (#) is your current student selection. You have the ability to scroll through the list for each student. The student page will refresh with the new student name and associated data. 1. Click the blue box with the white arrow on the Student page menu to display the student page for the next student listed on your Current Student Selection Introduction to Page 35

36 Student Screens The Student Screens page allows you to quickly access direct links to some of the most frequently requested information and functions for a selected group of students. 1. Create a Current Student Selection. 2. Click the Select Functions dropdown choose Student Screens from the menu. 3. Then from the Student Screens Menu, choose the screen/page you want. Click Submit. Introduction to Page 36

37 4. Your list of selected students appear in blue in the student menu on the left. 5. Click a student name to select and view. If you click on the blue icon following the name, you will be taken to the student screen with the full student page menu. Introduction to Page 37

38 Part 4: Group Functions & Start Page Features Introduction to Page 38

39 Current Student Selection Feature The Current Student Selection is located on the Start Page. This feature enables you to select a group of students for purposes of group functions or data searches with ease. remembers your current student selection when you enter System Reports. You can run reports to specifically render data for your current student selection. Any search you conduct will populate the current student selection. Introduction to Page 39

40 Group Functions Navigation Once you have a Current Student Selection, there are two pathways to navigate to Group Functions. 1. Click Special Functions from the Main Menu, then click Group Functions. 2. Use Select Function dropdown to display Group Functions menu. Note: The Select Function dropdown name will default to the last Group Function you selected. Introduction to Page 40

41 Stored Searches Stored Searches are district-made searches. Users do not have the ability to create their own Stored Searches. Users can however create Stored Selections. Follow the directions below to run a Stored Search. See the next page for instructions on how to create a Stored Selection. 1. On the start page, click Stored Searches. 2. Click Run Search next to the stored search you want to run. Introduction to Page 41

42 3. The Group Functions page appears with the group of students now your Current Student Selection. 4. Click the Current Student Selection number to view the list of students. To work with the group of students, return to the Start Page. Your current student selection will be on the start page. Introduction to Page 42

43 Stored Selections Stored selections are user-specific. Users manage their own set of stored selections. However, some users can publish a stored selection to all users for your school. Stored selections are snapshots of a particular time and do not change when student or staff-related information changes; therefore, it is suggested that users periodically delete and re-create their stored selections to refresh the data. Create a Stored Selection of students when you know you will be working with the same group of students routinely. These groups can be retrieved at any time in the future. 1. Create a Current Student Selection. 2. Click Stored Selections. 3. Give the selection of students a descriptive name. The radio button defaults to SAVE the current selection with a new name. 4. Click Submit. The saved group of students will be listed in the Selections. Introduction to Page 43

44 5. To share the Stored Selection with other users at your site, select PUBLISH all checked selections for other users, and click Submit. 6. A shared group will be indicated by the letter P in the Published column. Introduction to Page 44

45 Multi Select Multi Select allows users to copy student numbers or student names from an outside spreadsheet (Excel, for example) and paste them directly into the Multi Select window to quickly make a student selection. 1. Click Multi Select. 2. Select Search Field type from the dropdown options. 3. Insert corresponding data. 4. Click Search. Introduction to Page 45

46 Select Students By Hand This is an efficient way to select a group of students from a large list or the entire school. You may also select students by grade level, male or female, or first letter of last name. 1. For example, on the Start Page, click All. 2. Click Select By Hand. 3. Check boxes to select/deselect student names. Then click Update Selection. Introduction to Page 46

47 4. Confirm your Current Student Selection. Now you have a group of students to work with. Run System Reports or use Select Function to pick a Group Function. Introduction to Page 47

48 Advanced Search Feature The Advanced Search Feature allows you to create Current Student Selections, from multiple searches by being able to set, add to, subtract from, or find students within the current student selection 1. On the start page, check the Advanced box. 2. In the example data below, 7 th grade is selected. Click to make the Current Student Selection. There are th grade students now in the Current Student Selection. 3. The Add button allows you to add new search results to the Current Student Selection. 4. The Subtract button allows you to remove the search results from the Current Student Selection. 5. The Within button allows you to identify a group of students within your Current Student Selection based on specific search results. Introduction to Page 48

49 Export Your Choice of Data Group Function: List Students The List Students function allows you to create a report for your current student selection, listing specific data of your choice. You can print the list from using the print icon or copy and paste it to another application like Excel. Exporting the data to Excel gives you great flexibility in formatting and is especially helpful with longer lists. Placing the data in Excel also allows you to save your work. Follow the instructions below to create a student list 1. On the Start Page, create a Current Student Selection. 2. Click the Select Functions dropdown and choose List Students. Introduction to Page 49

50 3. Enter a Report Title. 4. Type a field name, or click Fields and select a field from the Fields list. 5. Add a name for the Column Title. 6. Specify what additional columns you want on the list by adding more field names and column titles. 7. Select Gridlines if you want lines between rows and columns. Note: If you have never sorted a list before, it is a good idea to try different options here to view how items are ordered each time. 8. Click Submit. The page displays the list of students. If the list is formatted correctly, continue to the next step. If not, click Back, make the necessary changes, and click Submit again to preview the revised list. 9. Click the print icon located in the top right of the screen, to print the report. You can also highlight and copy the column headers and data, open Excel, and paste the data into the sheet. Introduction to Page 50

51 Teacher Schedules To view a teacher s schedule, 1. On the Start Page, click Teacher Schedules from the main menu. 2. Select a teacher s name from the list. 3. From this screen you can view enrollment, take attendance, or edit the section. Please refer to the handbooks to correctly take attendance, move students or edit sections. Note: At the secondary schools, teachers have multiple courses. Use the button at the bottom of the screen, Make all students listed above the current selection, to combine all enrollments for your current student selection. Introduction to Page 51

52 Part 5: Data Search Introduction to Page 52

53 Search Result Icons In order to help you get the search result you want faster, you can enable Smart Search. Smart Search works in conjunction with the Search Student and Search Staff fields on the Start Page. When enabled, as you enter your search criteria, automatically provides a drop-down list of suggestions that you may choose from, including students, staff, stored searches, and fields. Suggestions provide the following visual cues to indicate result type: Result Type Students Icon Staff Stored Searches Fields Introduction to Page 53

54 View Field List In there is a Field List of all searchable fields in. To use the search filter on this list you should be using Firefox or Google Chrome as your web browser. 1. Click the View Field List button on the Start Page. 2. The extensive list of field names will display. Introduction to Page 54

55 Student Searches When you create a search command it consists of three parts: [Field Name] [Comparator] [What you re looking for] first_name = James In the Search Students area of the Start Page, click View Field List to see a list of field names. Use symbols in search commands to compare a value to what you re looking for. Symbol Means Does Example = Equals Finds exact match First_name=cody < Is less than Finds all matches less than the number you enter Grade_level<11 > Is greater than Finds all matches greater than the number you enter Grade_level>3 <= Is less than or equal to Finds all matches less than or equal to the number you enter Grade_level<=10 >= Is greater than or equal to Finds all matches greater than or equal to the number you enter Grade_level>=4 # Does not equal Finds everything that doesn t match what you entered Football# Returns all students who have the Football check box selected Football#1 Returns all students who don t have the Football check box selected in One of these values is present in the field Finds all matches that contain one of the items you entered Last_name in smith,jones Introduction to Page 55

56 Symbol Means Does Example Contains Value is contained in the field Finds all matches where what you re looking for is anywhere in the field Street contains maple!contain Value is not contained in the field Excludes matches to what you typed Street!contain Wildcard Fills in unknown information in the search last_name=@ski Finds any student whose last name ends with ski, such as Kowalski Introduction to Page 56

57 Useful Search Commands Here are some useful Search Commands: Command Use /enroll_status=-1 For preregistered students enroll_status=0 For active students only /enroll_status#0 For any student who isn t active /enroll_status=1 For inactive students only /enroll_status=2 For transferred-out students /enroll_status=3 For graduated students /enroll_status=4 For historical grades imported for students who were never active in the application mother contains - For mothers who have hyphenated names Introduction to Page 57

58 Compound Searches Use a compound search to combine two or more searches into one and perform multiple searches simultaneously. Separate the search commands with a semicolon (;), which means and. Example: grade_level=9;street contains Maple Search Prefixes Use a prefix to broaden your search. Prefix Does Example / Include inactive students in the search /last_name=ramirez & Search within the results of a selection you ve been working with grade_level=9 &*birthday=today + Add the results of a new search to the previous search First: football# Then: +band# Introduction to Page 58

59 Search Codes Use search codes in the first part of a search command. Place a search code in the same position as a field. Search Code Does Example *birthday Finds students whose birthday is today, on a certain date, or in a specific range *birthday=today *birthday=4/1 *birthday>=4/1;*birthday<=4/30 *as_of *not_enrolled_in_ period *enrolled_in Finds students who were active on the specified date Finds students who are not enrolled in a course for the specified period Finds students who are currently enrolled in a specified course and section *as_of=10/31/2011 *not_enrolled_in_ period=4 *enrolled_in=soc1200 *enrolled_in=soc *not_enrolled_in Finds students who are currently not enrolled in the specified course *not_enrolled_in =SOC1200 *has_completed_c ourse Finds students who have at least one historical grade entry for the specified course *has_completed_ course=soc1200 *has_not_ completed Finds students who do not have any historical grade entries for the specified course *has_not_completed= SOC1200 Introduction to Page 59

60 Search Code Does Example *cumulative_ credit_hours *number_of_ classes Finds students with the specified number of credit hours Finds students who are currently enrolled in the specified number of classes *cumulative_credit_ hours=12 *cumulative_credit_ hours<15 *cumulative_credit_ hours>5 *number_of_classes=5 *number_of_classes<5 *number_of_classes>5 *number_of_classes#6 *attendance_ points *hours_requested Finds students who have the specified number of attendance points in any course, any course during a specified term, or any course between specified range of dates Finds students who have course requests for the specified number of credit hours *attendance_points>9 *attendance_points (S1)>9 *attendance _points(8/28/12, 12/20/12)>9 *hours_requested<6 *hours_requested>8 *hours_requested=10 *special_program *fee.fee_balance Finds students who are enrolled in the specified special program Finds students who owe money on their student fee accounts *special_program= resource *fee.fee_balance>0 Introduction to Page 60

61 Introduction to Page 61