PowerSchool for High School Guidance Counselors

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Erick Chandler
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1 PowerSchool for High School Guidance Counselors Basics and Fundamentals Developed by the Department of Data Management/Systems

2 New Course ID Schema (example) M A A P G AD BE Department Administrative Education Business Education Course Sequence Number AP AE AQ Level Advanced Placement Alternative Education Aquaculture G House General Education (No House) CS EN Family / Consumer Sciences English 034 BL CT Bi-Lingual Co-Teach FA MA PE SC SS TE WL Fine Arts Mathematics Physical Education Science Social Studies Technology Education World Languages CL College Level GE General Education HO Honors IB International Baccalaureate TP Tech Prep MA Magnet TY Transfer Year MH Magnet Honors TS Transfer Semester PI Pre-International Baccalaureate SU Supplemental SC Schools - To - Careers VS Virtual School IS Special Education SS Summer School CR Credit Recovery

3 GPA Scales Course Type Name Course Type GPA Scale Added Value International Baccalaureate IB GPA1 0.6 Advanced Placement AP GPA1 0.6 College Level CL GPA1 0.6 Magnet Honors MH GPA2 0.4 Technology Preparation TP GPA2 0.4 Honors HO GPA3 0.2 Magnet MA GPA3 0.2 Pre-International Baccalaureate PI GPA3 0.2 Alternative Education AE GPA4 0.0 Bilingual BL GPA4 0.0 Co-Teach CT GPA4 0.0 General Education GE GPA4 0.0 Virtual School VS GPA4 0.0 Credit Recovery CR GPA4 0.0 Instructional Support IS GPA4/GPA5 0.0 School To Careers SC NOT USED Summer School SS DEPENDENT ON COURSE Transfer Semester TS DEPENDENT ON COURSE Transfer Year TY DEPENDENT ON COURSE

4 GPA Calculation Methods

5 GPA Calculations Part A

6 GPA Calculations Part B The Credits Types listed within the GPA Calculation show which GPA s this calculation will be used for. This Calculation is used for GPA1-GPA4, but not for GPA5.

7 Honor Roll Settings The Honor Roll is calculated for 2 levels. 1 st Honors and 2 nd Honors

8 First Honors Calculations

9 First Honors Calculations (Cont.)

10 Graduation Sets

11 Graduation Requirements

13 CT State Requirements Student must have 120 hours of seat time to get credit for a course. Student must also have 900 hours of combined seat time (between all courses) within the school year.

14 Finding Courses

15 Course Information Course names should not be too explicit. No need to state summer school or SPED Credit hours can be 5, 10 or 20 Credit Type must contain the graduation subject requirement code AND the GPA type if it is to be included in the GPA calculations.

16 Course Information Must have the High School Grade Scale NOT the Default Scale See Drop Down on Next Slide If the course is one of those with a higher rigor, the additional GPA is entered here. Note: It is possible to Exclude this course from other calculations

17 Grade Scale Options For all High School Courses the Grade Scale needs to be set to High School Grade Scale otherwise there will be miscalculations on the Transcript and Report Cards.

18 Grade Scale Settings These are the different Grade Scale Choices. If one is not chosen for the course it will automatically set to Default, which is NOT the one you want to use. All High School courses need to be set to the High School Grade Scale.

19 High School Grade Scale The High School Grade Scale has three Levels for the Letter Grade A and accepts Added Values, pay attention to the Grade Points for each Letter Grade.

20 Default Grade Scale The Default Grade Scale has only two Levels for the Letter Grade A and DOES NOT accept Added Values, pay note to the Grade Points for each Letter Grade and how they differ from the High School Grade Scale.

21 Course Information Continued It is important to understand that a course can selectively be excluded or included in any one or more of the following calculations. GPA Class Rank Honor Roll

22 Course Information This information is required by the State of Connecticut for the ED- 540 Annual Report. All courses must align with the State information and is reported to the State each year in the TCS (Teacher Course Student) Report. This link takes you to extra data required by the US Department of Education

23 Course Information The CRDC link on the previous slide will lead you to this page. The questions below are required for the Federal Civil Rights Data Collection (CRDC).

24 Stored Grades-1

25 Stored Grades-2 In this case the grade was changed to a C- but nothing was put in for the GPA Points nor for Added Value. This means that for this student a ZERO is being factored in to their GPA Calculation.

26 Stored Grades-3 Here the correction has been made. The grade is a C- and according to the High School Grade Scale the GPA Points are 2.4, and since the course is an Advanced Placement Course, it has an Added Value of 0.6. Now this will be tallied correctly on the student s GPA Calculation.

27 Stored Grades-4 Credit Type is where the course is linked to a Graduation Requirement and the GPA scale that it is under is defined. Change History tracks who made the change, when the change was made, and what change was made.

28 Adding Historical Grades Go to a Student s Profile from your PowerSchool Start Page. In the Left Pane, scroll down to Historical Grades, it will bring you to the screen below showing the Student s Historical Grades if any. You can choose Multiple New Entries or Single New Entry to enter transfer data.

29 Adding Historical Grades This is the Historical Grades Multiple New Entries screen. This screen gives you the ability to enter 8 courses from the same school for the same year. However, the same information and options MUST be adhered to when entering historical grades.

30 Adding Historical Grades-1 Looking at the first entry. School name School Year Historic Grade Level are common for each of the 8 possible course entries and are filled in only once. This process will have to be done at least once for each school year or grade that is being transferred for the student. Not all 8 course entries will be used every time.

31 Adding Historical Grades-2 The course number entered must exist in your course catalog otherwise it will not be accepted. If the course number is not in the catalog contact the Department of Data Management/Systems to have one created. Enter only the Y1 grades for the courses being transferred from previous year. DO NOT enter the section when entering Historical Grades for transfers. Enter the section ONLY for current year courses the student is taking. The section will link a student to a Teacher which is not needed for transfers.

32 Adding Historical Grades-3 The course name will come up when the course number is verified. DO NOT change the course name. The course number MUST match the course name as it is entered in the database otherwise the State reports will not be accurate and could result in fines levied against the District.

33 Adding Historical Grades-4 The teacher name will appear if the section number has been entered. More importantly, the credit type must be entered accurately. This is an historic grade and as such will be used to calculate all the graduation requirements and GPA results.

34 Adding Historical Grades-5 Here is where the connections to calculations are decided. The entry can be excluded from either the GPA, Class Rank, or Honor Roll. For example if this is a transfer from out of district, it can be included in GPA and Honor Roll, but excluded from Class Rank if the student does not meet district requirements for ranking. (Valedictorian, Salutatorian)

35 Adding Historical Grades-6 Each grade stored must be associated with the corresponding store code. Enter only the Y1 grades for the courses being transferred from previous year. For current year transfers Student must be in a course with a section and the corresponding transfer grade will be entered into the appropriate Store code for that course. (i.e. Q1, Q2 for a student transferring into an English 9 course from out of district during the 3 rd quarter.) In addition to the grade, the GPA points and any added value must be entered if the course is an Honors or other advanced course.

36 Adding Historical Grades-7 Earned credits and Potential credits must be entered if the student is to receive credit for the courses taken.

37 Single New Entry-1 Just as with the Multiple Entries, enter the Course Number, DO NOT change the Course Name that appears. Be sure to enter the Grade, GPA Points, and Added Value as applicable.

38 Single New Entry-2 DO NOT forget to exclude (or include) this course entry in the GPA, Class Rank, or Honor Roll as determined by District Policy.

39 Scheduling Setup Schedule This Student must be checked in order for this to be able to be scheduled for classes. If it is not checked, you will not be able to make changes to this student s schedule.

40 Request Management-1 Once the previous step has been completed, Go to Request Management on the Left Pane to get to this screen. On the bottom choose Modify Future Requests to begin scheduling the student for next year.

41 Request Management-2 Here is where you will make the changes or adjustments to the student s schedule.

FAQ Grading Scale Changes

FAQ Grading Scale Changes 1. What will the new grading scale be for grades 9-12 and when will it take effect? [CMS Regulation IKA-R, Grading/Assessment Systems. Link provided at the end.] In October 2014,