POWERSCHOOL TIP TURNING PARENT ACCESS OFF/ON 2013-2014 SY TURNING PARENT ACCESS OFF/ON Prior to finalizing grades at the end of each term, schools can turn off Parent Access to student Grades There are 3 steps to turning off ALL areas of access to parent accounts 1. Turning off Access to the Parent Web Portal 2. Turning off Access to the Parent Mobile App 3. Turning off Email Notifications TURN PARENT WEB PORTAL OFF/ON 1. Select the All students from the Start Page 2. From the drop-down list of Group Functions select Student Field Value 1-7
3. On the Student Field Value Screen enter the following: a. To Turn OFF access to the Web Portal i. Field to Change: allowwebaccess ii. New Field Value: 0 Click Submit The screen lists the current values and the new values to be set. If this looks correct then click Submit b. To Turn ON access to the Web Portal i. Field to Change: allowwebaccess ii. New Field Value: 1 2-7
TURN PARENT MOBILE APP OFF/ON 1. Go to Start Page > School > Current Grade Display > Mobile App Display 2. To turn Access OFF a. UNCHECK the ENABLE box for the current term b. Click on Start Page > School > Mobile Settings c. Click on the App Settings Tab and check all boxes to disable all mobile access 3-7
3. To turn Access ON a. CHECK the ENABLE box for the current term b. Change the Source of Data to Historical (Stored) c. Click on Start Page > School > Mobile Settings d. Click on the App Settings Tab and uncheck all boxes to enable all mobile access (note you may have decided to leave some things disabled so only uncheck the options that apply to your school) 4-7
TURN OFF EMAIL NOTIFICATIONS Parents can setup automatic email notifications be sent to an email of their choice as part of the Parent Portal. Turning off access to the Parent Portal will have no affect on these emails. If you want to make sure the parents do not receive grade and attendance emails while you are finalizing grades follow these steps: 1. Select all students at your school 2. In the Group Functions drop-down box select Quick Export a. Enter the following fields in the box to export Student_number Lastfirst Autosend_howoften b. Save this file somewhere because you will import it to turn email notifications back on 3. Return to the PowerSchool start page 4. Click All to select all students again (or current selection if they are still selected) 5. In the Group Functions drop-down select Student Field Value a. The field to change is Autosend_howoften b. New Value = 0 c. Click submit and you are done. TURN ON EMAIL NOTIFICATIONS You have the option of doing this one of 2 ways: schools can reset the notification for parents by doing an import or parents can reset the notification once the portal has been re-opened. IMPORTING THE SETTINGS FOR THE PARENTS To set the parents back so they are receiving email notifications as they were prior to turning it off follow these steps: 5-7
1. From the Start Page select Special Functions > Importing & Exporting > Quick Import 2. On the Quick Import Screen do the following: a. Table select Students b. Field delimiter leave as tab c. End of-line marker leave as CR d. Character set leave as Mac Roman e. Click on Choose File and find the file you exported during the turn OFF notification steps above. f. Click Import g. Since this file was exported from PowerSchool the columns in the file to import should match the PowerSchool fields. If not use the drop-down boxes to select the correct fields. h. Check the box in front of Check to exclude first row 6-7
i. Click the radio button in front of Update the student s record with the information.. j. Click Submit k. It import process will list the records imported. Look for any lines that are red cause that indicates the data was not imported. HAVING PARENTS RESET THEIR NOTIFICATION When you inform the parents that the portal is open again let them know that their email notification settings were cleared and that they will need to login to the portal and re-set the notification they desire. 7-7