Mastering the Finish

End of Year Closeout Best Practices

go.ncdpi.gov/NCSIS-DLE-Apr24

Agenda

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• EOY Overview
• EOY Tasks - School Level
• EOY Tasks - SIS Coordinator
• NCSIS Phase I EOY
• Training Plan Information
• Resources

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SIS Collaborative Notes and FAQ

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Link: https://go.ncdpi.gov/SIS_Collab_April2024

PROFESSIONAL LEARNING TEAM

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SIS Professional �Learning Team �2023-24

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Matthew Mayo

Director of �Digital Teaching & Learning �and School Connectivity

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Lee Ann Holmes

SIS PL Consultant

Southern�

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Erin Foil

SIS PL Consultant�Western�

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Rory Spicer

Section Chief SIS Professional Learning

Nicole Ballance

SIS PL Consultant�Eastern

Cami Narron

SIS PL Consultant

North Central�

Karen Jimeson

SIS PL Consultant�

What Does EOY Do?

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What Does EOY Do?

• Validates that students have a Next School set for the coming school year.
• Validates that students have a Next Grade Level set for the coming school year.
• Validates that Years & Terms for the coming school year have been set up in all schools.
• Promotes or retains students according to each student’s Next Grade Level.
• Transfers students from one school to another (in multi-school environments) according to each student's Next School Indicator.

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What Does EOY Do?

• Graduates students from PSU if Next Grade Level is set to 99 and their Next School is set to 999999 (Graduating Students School).
• Sets each student's Exit Date according to the last day of the school year for that school.
• Sets the Next Year Grade on the student’s Scheduling Setup Screen to the next highest grade level.
• Sets the Next School Indicator on the student’s Scheduling Setup screen to the current school for all students not in the highest grade level at the school otherwise it is set to the Default Next School.

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What Does EOY Do?

• Carries forward lunch balances while clearing out all financial lunch activity records.
• Removes all records of parental access to student records via Internet and telephone.
• Copies courses records to CoursesByYear Archive for the upcoming year.
• Copies current year Standards to next year if none already exist.
• Clears the DBLog (DDE/DDA Log file)

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EOY School Tasks

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End of Year

May in PowerSchool

Data Clean Up

Check for missing Student data� ❏ S_NC_STUDENTDEMO.COUNTRY_OF_BIRTH_CODE

❏ S_NC_MILITARY.CONNECTED_MILITARY

❏ Full-Time Equivalency� ❏ 9th Grade Entry Date - use 7/1/Year (the year is the first time the student entered Grade 9)

Export as the school year progresses to check new enrollments

❏ Missing Immunizations- Sql reports>Student Health>Missing Immunizations

❏ Search for blank field values - use format: fieldname=

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System Reports > SQL Reports: Data Audits & EOY Audits

❏ Run Reports & continue to run until EOY

System Reports > Membership & Enrollment > School/Section Enrollment Audit

❏ Run Reports to resolve any conflicting enrollment dates

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End of Year

May in PowerSchool

State Reports

❏ Principal’s Monthly Report (PMR 8)

❏ Export and Save Summary and Detail Reports

❏ PGDV Preliminary Graduation Data Verification (Consult with Accountability staff as needed)

❏ Begin running and validating the dates and students

❏ Diploma evaluations

❏ Get a list of overrides that may be necessary

❏ EOY Pre-Validation (EPV)

❏ Run Now & Continue to Run until EOY

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End of Year

May in PowerSchool

Preparation/Tasks

❏ Finalize PowerScheduler- Master Schedule Status Spreadsheet Example

❏ Run PowerScheduler validation reports

❏ Run Testing Rosters

❏ DO NOT WITHDRAW students who completed the school year with

you even though you have a request for records. The students must

go through EOY first.

❏ Attendance- verify comments and codes are entered, run reports

❏ Meeting/Daily Attendance SqlRpts 5

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End of Year

June in PowerSchool

End of Term/Year

❏ Check Final grade setup

❏ PowerTeacher (Check a few Gradebooks)

❏ Communicate grade/report card deadlines & expectations for grades

❏ Train/review grade submission process with teachers

❏ Permanently Store Grades

❏ High Schools store the A2 store code for Athletic Eligibility

❏ Repeated Course for Credit Grade Suppression process (QRD)

❏ Run Report Card

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Store just prior to EOY

Best Practice: Save an Electronic Copy of the Report Card for All Reporting Periods.

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End of Year

June in PowerSchool

Once Grades are Stored

❏ Graduate Students

Enter Diploma Met Date

Enter Diploma Issue Date

❏ Run Report Cards Full Year/Semester

❏ Spot Check for any issues with GPA or Class Rank

❏ Enter awards for seniors if applicable

(Valedictorian, Salutatorian, National Honor Society, etc.)

❏ Finalize Transcripts & Print

Best practice is to print transcripts just prior to EOY

File a copy of the transcript in cumulative folder

❏ Enter Retentions

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Don’t populate this until after grades are stored-this triggers the e-Transcript to be auto-sent in 10 days.

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End of Year

June in PowerSchool

State Reports

❏ Principal’s Monthly Report (PMR 9)

❏ Export and Save Summary and Detail Reports

❏ Withdraw Students who are in Attendance Violation

❏ Preliminary GDV - Final GDV will be after EOY

❏ Overrides done in the system

❏ Verify AHS graduates are listed if applicable

❏ Export and save all GDV reports when complete

❏ Discipline Report

❏ ALP Report

❏ EOY Pre-Validation (EPV)

❏ Export and Save all State Reports

NOTE: PMR will generate for all months revised

Discipline report should be audited frequently during the year; data is used for legislature & the district & school report card.

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End of Year

June in PowerSchool

❏ Commit your Schedule before EOY- Phase I participants will have varying due dates for master schedule commits.

❏ Remember to turn off Parent/Student Schedule viewing (School > Years & Terms > Edit Terms > Select Each Term > select Suppress Classes for This Term from Parent/Student Users)

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Save Reports:

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• PSU created Object reports
• Report Cards
• Transcripts
• Form Letters
• State Reports
• Canned PowerSchool Reports

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End of Year

June in PowerSchool

End of Year Tasks:

❏ Move previous year paperwork to cumulative records- grades & attendance

❏ Purge records and prepare to deliver cumulative records to next school

❏ Verify cumulative records- run student list for all current students

❏ Get info on teacher and room changes

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End of Year

Listed below are some reports to run to verify that your grades are accurate.

• PSCB Custom Reports>Grading>Stored Grades>Search

Check Q1, Q2, Q3, Q4, and F1 (all terms) and all students to be sure no grades are below the district guidelines if applicable. Ex: No grades below a 60. If there are any below a 60,

the teacher will need to change the grade in their gradebook and you will also need to change the historical grade.

• System Reports>Custom Reports>Grading Tab>Gradebook vs. Stored Grades

Any listed here must be corrected by the teacher in the teacher gradebook and/or by you

in the student’s Historical Grades screen depending on which one is correct.

• System Reports>Custom Reports>Grading Tab>Gradebook vs. Letter Grade

The only grades that should appear here should be the ones that are 100 with percentages higher than 100. If other grades are listed, have teacher verify grades and percentages-they should match. Teachers may have done a manual override and forgot to change the percentage.

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End of Year

Listed below are some reports to run to verify that your grades are accurate.

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• PSCB Custom Reports> Grading> Out of Sync Grades

Make sure after you have stored grades that teachers DO NOT go back in and make any changes. If a grade change is needed after grades have been stored, a grade change form is required. Teachers will need their gradebook unlocked so that they can update the grade in the gradebook and then data manager will have to update the grade on the student’s Historical Grades screen.

• Grade Verification Rosters

You can use the grade verification roster to search for grade issues before and after you have stored grades.

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Grade Verification Roster Settings Doc Grade Verification Roster HS Example

Grade Verification Roster Elem Example

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End of Year

You can run the Export Historical Grades function to review grades for accuracy using the fields and filters listed below.

Start Page>System>Export Historical Grades

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Export Historical Grades Report Settings

Filters for Stored Grade Report

Historical Grade Export Example

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End of Year Checklists Examples

• ES-MS EOY Prep Checklist 22-23
• High School EOY Prep Checklist 23-24
• DCS Copy of EOY Prep
• DCS Copy of EOY Reports
• Moore County End of Year- School Level 2023-24
• Moore County EOYBOY- District Level 2024-25.doc
• Moore County Schools EOY Checklist 2022-2023 (Updated 5/5/23)

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Best Practices

• Save any report you can think of that might be needed in the future; especially attendance reports which cannot be run after year end.
• Make a note of data & reports requested from departments or leadership during the year and make sure to save that data and the steps for how to run the report.
• Run missing data searches weekly to keep data clean.
• Verify all students have cumulative records - run a student list & audit cumulative records.
• Collect & Properly Store Grades, Attendance, Health, & Discipline Data.
• Get info on new teachers or room changes
• Get summer contact information for teachers
• Review eMFTS discipline data files provided by state to reconcile discipline data
• Run sql Reports (Data Audits & EOY Audits) regularly to ensure EOY readiness
• Gather complete list of transitions for verification in the next school year.

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SIS Coordinator EOY Tasks

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Pre-EOY Tasks

• The system will be taken offline for Pre-EOY processing June 28
• EOY will be run by PSUs on Monday July 1
• All PSUs are processing EOY per usual
• All state reports with a previous submission end date of June 30 will be updated to June 28 during the April maintenance window (April 19).
• Only EOY contacts will have access on July 1
• Update your EOY contact page NOW - this page will be set to view only once we pull the data for the EOY script (ETA June 1)
• EOY Contact QRD

SIS Coordinator Steps

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Pre-EOY Tasks

• New Schools and current grade levels must be in EDDIE no later than July 7
• Students should only be pre-registered if they are not currently active in any other Public school
• Review the EOY Guide
• Run the following audit reports and resolve all issues:
• Start Page > System Reports > School Enrollment Audit
• Start Page > System Reports > Section Enrollment Audit

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Pre-EOY Tasks

• Complete and approve state compliance reporting
• Print State Reports
• Month 9 PMR
• GDV
• ALP
• Discipline
• Print reports that cannot produce student data from prior years
• Any object reports created by the PSU
• Report Cards
• DPI Transcripts
• Export State Reports

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Pre-EOY Tasks (System Log)

• In order to capture the EOY progress/completion data from the system log, the system log configuration must be set to “Normal” at a minimum. (This is the default setting and should not be changed unless directed by PowerSchool support or DPI)

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• Once the setting has been changed, the system will need to refresh overnight in order to reflect the change.

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• If your log is set to anything other than “Normal”, please let DPI know at least two weeks prior to EOY.

• At the PSU level navigate to Start Page > System > System Logs > System Log

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Pre-EOY Tasks (System Log)

• System Log Settings

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Years & Terms

• Ensure that the Years and Terms are correctly setup at the PSU level. Years & Terms need to be set to the entire school year with the dates of July 1^st to June 30^th .
• School Level – Years & Terms must reflect the first and last “In Session” days of the school. Do not pad the calendar!
• Ensure Years & Terms is set at all program schools such as DPI FTE, Homeless, CECAS, etc. It is recommended that Years & Terms be set to the entire school year at these schools.

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Default FTEs/Audits

• Ensure FTEs are setup properly for the next year
• Default Attendance Mode/Conversion set properly
• All appropriate grade levels for the school checked

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• Run the following audit reports and resolve all issues:
• Start Page > System Reports > School Enrollment Audit
• Start Page > System Reports > Section Enrollment Audit

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Scheduling Setup

• Verify that the Next School Indicator has been set for students.
• It can be set individually on the Scheduling Setup student screen, or by updating the Next_School field using the Student Field Value group function.
• Can also be updated in mass using the “Next School Indicator” Group Function (preferred method).
• Verify that the Next Year Grade has been set for students.
• This can be done individually on the Scheduling Setup student screen, or in groups by updating the Sched_NextYearGrade field using the Student Field Value group function.
• If you have a student/s that are being retained ensure that you set their Next Year Grade the same as their Current Grade.

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Setting the Next School Indicator

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Where does the student go next?

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Setting the Next School Indicator

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Where does the student go next (Charter School edition)?

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Students Transferring Out of PSU

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• Students that are known to be transferring out of the PSU after the last day of school must still be processed through EOY.
• This means EOY will move the student to the next grade level and next school based on the information set on their Scheduling Setup page.
• After EOY, the student can be transferred out using the summer withdrawal date (7/1 - 7/1). Once the student has been transferred out, please ensure that both the Entry and Exit dates are the same for the current enrollment line of the Transfer Info page.

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Promotion of Students

• To be properly promoted during the EOY process, graduating students must have:
• Exit code - W6 (W6 High school Graduate)
• Next Grade - 99
• Next School - 999999 (Graduated Students)

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• NOTE: A student must be active in the school of the last day of school in order for the EOY process to promote the student.

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Mid/Early Graduates

• Students completing graduation requirements prior to the end of the school year and not continuing classes in second semester should be processed in PowerSchool as Early/Mid Year Graduates.

• Records need to be updated and the student transferred out of the school per the early/mid-year graduate process.
• PS QRD: Early Graduate Process
• As part of the EOY process, DPI/PS will run scripts to move the mid-year graduates back to an active status.
• These students will then go through EOY and be processed as graduated students with the traditional graduates. Other scripts will run to ensure they retain the mid-year graduation exit code of W4 post-EOY.

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EOY & PowerScheduler

• If you use PowerScheduler to create your school schedule, commit the schedule to the live side once you have completed the build and/or load process and are satisfied with the schedule.

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• The PowerScheduler Commit Process should be performed BEFORE EOY but AFTER the last in session school day and all final grades have been stored. (This will differ for Phase I Participants.)

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Special Situations

• If you have a school/s that will be In Session on the day the system comes down for EOY, you will not be able to approve your PMR 9 prior to EOY.
• In this case you should run your PMR 9 prior to EOY and resolve any Fatal Exceptions
• It is recommended that you run it again, one last time, on the day prior to EOY
• DPI’s Pre-EOY scripts will approve and archive all state reports

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Pre-EOY Validations

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• The EOY validation process looks for the following:
• Next school not set up for next year
• Next school does not exist in PSU
• Years and Terms not set up
• Next Grade not set up for all active students
• Appropriate grade levels for next school based on student’s current year grade
• Appropriate coding of Graduating students (Next Grade and Next School)

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• The End of Year process will not run unless all validation errors have been corrected.

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Running Pre-EOY Validations

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• At the PSU level navigate to Start Page > System > End-of-Year Process

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• In the drop down at the bottom of the screen select “Perform EOY Validation and make any students with issues the current selection”

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• Click “Perform End-of-Year Processing”

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Running the EOY Process

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• DO NOT run the EOY Process until instructed to on the day of EOY (July 1, 2024) (System will come down on June 28, 2024)

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• Ensure that all EOY Validation errors are corrected prior to running the EOY Process

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• At the PSU level navigate to Start Page > System > End-of-Year Process

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• Ensure that the list of Default Next School for Students in High Grade is correct

Note: The EOY button should not be available until July 1st. If it is, please notify DPI immediately.

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Running the EOY Process

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• Ensure the Entry/Exit Codes at the bottom of the screen are set as shown:

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• “Replace Existing Values” should be unchecked
• “Fees: Transfer Method” should be set to “Roll over the current balance”
• In the drop down at the bottom of the screen select “Perform EOY and Promote Students”
• Click “Perform End-of-Year Processing” (Only when instructed to do so!)

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Post EOY Validation

• It is the responsibility of each PSU/Charter to validate their data after EOY Processing has completed.
• Immediately after EOY processing has completed you should spot check the following:
• Verify Years and Terms
• Verify Staff
• Verify marks have been written to a student’s historical marks for previous school year
• Verify a student has an exit comment, i.e. promotion / retentions / graduation for the previous school year

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Post EOY Validation

• Verify a student has an new enrollment line including an entry comment promotion / retention / graduation for the current school year
• Verify students have a schedule for the current school year
• Verify Reports are available
• ReportWorks
• NCDPI Reports
• sqlReports
• State Reports - Dates may be incorrect until after we return to service post-EOY

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Resources for EOY 2023-2024

• EOY Guide

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• Weekly SIS Bulletins for important dates, updates & instructions

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• PowerSchool-Preparing for End of Year - Prior year 22-23 SIS Presentation.

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Questions

PHASE 1 PARTICIPANTS

Phase I EOY

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Click here for the latest Phase I EOY Information

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Data Conversion

Update

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As part of the conversion process to the NCSIS, DPI will deliver nightly files to the PSUs. These files offer flexibility to the PSUs and allow you to ensure the accuracy of the converted data. The files are specifically designed to contain crucial items for conversion, such as "calendar name," formatted correctly in the proper files to streamline the transition. The extracts will be delivered nightly in eMFTS. If you DO NOT have EMFTS access, please go to https://schools.nc.gov/emfts and register. Once you have access, please click here for eMFTS Access Instructions.

A new set of data files will be delivered each day and the previous day’s files will be removed. You will need to download a complete set of files to work with. Each PSU will work with its implementation team to determine when the final uploads are ready for data conversion.

Data conversion is critical in the implementation process. The focus is on ensuring the data's accuracy, completeness, and consistency. Here are the extracts currently available for your review, listed in the order of priority:

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• School
• Calendar
• GradeLevel
• Term

• PeriodSchedule
• Period
• Student
• Contact

• Enrollment
• Employee
• Employment
• Course

• SectionSchedule
• Section
• UserAccount
• Roster

• Transcripts
• CourseRequest
• Room
• GradingComment

Data Conversion

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Additionally, DPI has prepared a comprehensive Conversion Guidance document. This document contains detailed instructions on verifying the data and outlines items that may require modification based on PSU preferences.

Please note that while there may be additional files in eMFTS, those mentioned above are ready for review. Always refer to the Conversion Guidance document for guidance on data corrections and additional files. Instructions will be added to this document as files are approved for conversion. Changes to the document will be noted in the Additions/Corrections section at the beginning and notification will be sent out.

The format of the files you will receive will include the PSU Number and the name of the file, following this structure:

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Phase I Data Extract Process Webinar- https://go.ncdpi.gov/p1dep032724r

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Data Conversion

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• Not permanent
• Not the final conversion
• Used to find errors in data and to see your data displayed in Infinite Campus
• All files may not be ready

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• Permanent
• Your final conversion
• Produces your live Infinite Campus site
• All files included

• Permanent
• Updates the data in your IC database
• Only Student, Enrollment, Roster and Transcript files included

Trial Data

Production Data

Post Production Data

Data Conversion

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Tips and Tricks

• Empty period or periodSchedule file?
• Make sure one Bell Schedule per school is set to “Yes” in the “Use for PMR Calculation of Minutes” field, both for the 23-24 and the 24-25 school year.
• Empty file one day?
• If you have previously had data and one day several of your files are empty, put in a ticket to PowerSchool to have your instance restarted.

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Data Conversion

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Tips and Tricks

• Weird error in your Courses file in the Conversion Dashboard?
• com.infinitecampus.ToolsDatabase.ToolsDBException: non-printing character in XML (near "quot;Employment Prep II Citize")
• Once this error occurs, you cannot get rid of it. Fix the strange characters in the course.csv file and re-upload. You can see what, if any, errors exist by going to the Full Report and click on the course.csv file.

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Data Conversion

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Tips and Tricks

• Other errors?
• Check the Conversion Guide! Any that are reported are added to this document. True bugs are in the Additions/Corrections section, and instructions to fix data problems are listed under each file. If the answer to your question is not there, please email ncsis@dpi.nc.gov.

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How to Prepare

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Employing the plugin below will streamline the process of updating addresses for parents and guardians, making it quicker and easier for staff.

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Path: PowerSource > Community > PowerSource Exchange

Search: Enter Keyword: contact

Download: Copy Student Address to Contact (Plugin)

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Addresses:

How to Prepare

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1. Click on the Contact Name

2. On the Contact Details page, scroll down and click Add Address

Copy Student Address to Contacts Navigation

Select a student first and go to Contacts page

3. Click Copy for the Home or Mailing Address

4. Submit

Phase I EOY

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Staff Roles: Recommended Training

• Infinite Campus Trainer will provide a training plan and training dates for PSU end-users.

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• In Campus Passport, choose the Filter under On-Demand Course Catalog

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• Check Learning Plan

Phase I EOY

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Staff Roles: Recommended Training

Role-Based Learning

• Choose pathways according to the staff role
• Short Courses
• Infinite Campus does not have a Data Manager pathway
• Combine Pathways for the DM role in your PSU

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Phase I EOY

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Staff Roles: Recommended Training & Tool Rights

Infinite Campus User Group Tool Rights Examples

Data Manager Roles in Training Sites

• Create a Data Manager User Group with the tool rights needed for your PSU

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• Suggestion: Change some of the IC provided logins to the data manager role
• OR Create a NEW user login and assign the Data Manager tool right to that login

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Upcoming Training

NCSIS Data Manager Roadshow - One day SIS Data Manager Training

• April 15th | 9:30 am - 3:30 pm | Martin County Schools - Completed
• April 19th | 9:30 am - 3:30 pm | Harnett County Schools - FULL
• April 22nd | 9:30 am - 3:30 pm | Burke County Schools
• April 26th | 9:30 am - 3:30 pm | Rowan-Salisbury Schools

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Upcoming Training

NCBOLD - NCSIS Training for Data Managers, Administrators, & Directors

“New Data Manager Training”for both Infinite Campus & PowerSchool users as well as sessions for Administrators and Directors.

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• Week 1: July 15th - 18th (West)
• Week 2: July 22nd - 25th (East)

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Infinite Campus Gradebook Training for Teachers by Teachers

Sessions will be conducted by teachers and will cover the gradebook set-up, assignment creation, grade scoring, progress monitoring, engagement check-ins, as well as the Learning Management System (LMS).

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NCBOLD 2024 | 2-day Conference at all 8 Locations!

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NCBOLD Ambassadors Needed!

Seeking Trainers for Data Manager Training! We need you! Please consider being a presenter for PowerSchool Data Manager Training. If interested, please complete the application below.

Week 1- July 15th - 19th

Week 2 - July 22nd - 26th

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NCBOLD PowerSchool Trainer Ambassador Application

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Resources

Resources

• Campus Community & Campus Passport
• Infinite Campus Implementation Team
• Infinite Campus Training Site
• NCSIS PL Team
• Weekly Phase 1 Bulletin - How to Subscribe to a NC DPI DTL Bulletin/Newsletter
• NCSIS Steering Committee
• NCSIS Crosswalk Document
• Webinar recording links and FAQs can be found at http://ncsis.gov under the Professional Learning tab.

Stay up-to-date on the latest information for the NC SIS by visiting: http://ncsis.gov

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Q & A

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Collaborative Q&A document

We Want Your Feedback!

We hear You!

Complete after your last session, please!

go.ncdpi.gov/EndofYearDLE

• Social Media
• Google Groups
• LEA Group
• Charter Group
• MS Teams Group
• DL Support Calendar
• www.dpi.nc.gov/dtl

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