Meet-Ups: PowerSchool

September 29, 2021

https://bit.ly/PS_Sept29

Agenda

• New Coordinator Introductions
• SIS Updates
• Upgrade Schedule
• SIS Conference Update

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Staff & Presenters

Home Base Team

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• Justin Conner
• Rob Dietrich
• Russell Dixon
• Tessa Hine
• Audrey Long
• John Mairs
• Cami Narron
• Brandon Young
• Yolanda Wilson

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Special Guests

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• Stephanie Cyrus
• Mark Hausner
• Lori Ivey
• Amy Powell Moman
• Erik Ogburn
• Tonia Parrish
• Traci Tillis
• Lorenzo Lopez

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Welcome To Our New Coordinators!

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Click to access the Padlet activity.

Google Group Access: ejones@douglasacademy.net

SIS Updates

• GPAA
• LCS Collection
• CFS
• Discipline
• Dropout Report
• Home Language Survey

• Statewide Student Search
• EDDIE
• AMC
• RTA
• FERPA

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Common Follow-up System (Justin)

CFS Report is due September 30, 2021

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• Required for all schools that contain grade levels 9-13
• Warnings/Errors about blank diploma types can be ignored for non-senior students
• Only graduates are required to have diploma type populated

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Please review and correct all your warnings and fatal errors that are listed on the CFS Exception Reports before approving your CFS. If the CFS is not populating at a school that includes grade levels 9 – 13, reference the Assigning Collections to Schools document on how to add the collection to the state compliance dashboard at a school. A quick reference document, Common Follow Up Data Collection, is also available on the NC SIS website.

FERPA Update (Justin)

All FERPA fields must be populated by October 1, 2021

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FERPA Field Names:

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• S_NC_STUDENTINFO-RELEASE_OF_INFO - Question 1
• S_NC_STUDENTINFO-NO_MILITARY_RECRUITMENT - Question 2
• S_NC_STUDENTINFO-USER_DEFINED_5 - Question 3 AND Question 4

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NOTE: User_Defined_5 is a fixed width position. Question 3 is position 1 and Question 4 is position 2. It will look like "YN" or "NN" etc.

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Read to Achieve Reading Retained Identification

in PowerSchool

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• The Retention-Reading label should be entered in PowerSchool after reading camp, to facilitate reports to the General Assembly and fall RtA eligibility determinations.

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• To ensure entry of the Retention-Reading code in PowerSchool, the test coordinator provides the data manager with a list of any student(s) who have not attained RtA proficiency at the end of reading camp. The record needs to reflect the student has a Reading Retained code within PowerSchool. The Reading Retained code is given if a student does not demonstrate third grade RtA proficiency at the end of reading camp.

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• Third grade students that meet mid-year RTA requirements should have the reading retained label removed within PowerSchool, continue to be provided with instructional support and receive the mid-year promotion label within PowerSchool.

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The Home Base Team has done a great job providing a step-by-step guide for how to complete this process.

Assessing Reading Retained Students with DIBELS 8

• Reading retained students will have access to DIBELS 8 and should be assessed on ALL of the subtests required for 3rd grade.
• Anytime during the transitional year, if a reading retained student demonstrates third grade reading proficiency, he/she has demonstrated RtA proficiency and is promoted to grade 4. (Remove the reading retained label)
• Reading retained students who demonstrate third grade reading proficiency will continue to have access to DIBELS 8 and should continue to be assessed and progress monitored with the intent to accelerate growth and provide individualized support based on student data.
• A reading retained label should be removed at the end of the 3/4 transition or 3/4 acceleration school year when a decision is made to retain the student in grade 4 or promote to grade 5.
• Any student who has already been promoted to grade 5 or above should no longer have the reading retained label.

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Fourth and Fifth Grade Students without

Reading Retained Label

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• The state provides Amplify DIBELS 8 assessments for all K-3 students and reading retained students in a transitional or accelerated fourth grade classroom. The state does not provide DIBELS 8 for all other fourth and fifth grade students.

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• If your district has a contract with Amplify for *fourth and fifth grade, Please contact your Amplify District Representative directly for support with all rostering and assessment support. (Note: Amplify Customer Care contact information: help@amplify.com or (866) 629-2446)

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• The Amplify icon will show in the NCEd Cloud accounts of all fourth graders but only those fourth graders that are rostered in Amplify will be able to access the mCLASS assessments. All other fourth graders that attempt to access through the Amplify icon will receive an error message and will not be able to access the mCLASS assessments.

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GPAA

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• Implemented to follow NC SBE grading Policy for all public high school credit courses
• Local NC 10 Point Grade Scale must be named “NC 10-Point Scale”
• Special Codes are hard coded based on SBE Policy for high school grade usage
• TR code in the “Credit Type” field will unlock all fields for entry and update
• TR code should only be used for non public school and out of state transfer grades
• Updates coming: Added Value and Credit Hours will pull from Enterprise Controller
• PS QRD: Adding Historical Grades
• 2021-2022 GPA And Grade Scale Automation Communication

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Please Contact Brandon Young at brandon.young@dpi.nc.gov with any policy questions or concerns regarding this change

Legislative Class Size (Justin)

New numbers for 2021-22 and beyond:

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K-3 PSU max avg. Ind. class max

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K 18 21

1 16 19

2 17 20

3 17 20

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Deadlines, waiver and affidavit rules remain the same.

Special Program Exceptions:

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NC-Dual Language Immersion (X)

Used to identify DLI sections

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NC-Instructional Pull-Out (X)

Used to identify small pull-out classes

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NC - Elementary Combination Class

Used to identify sections that contain more than one grade level.

NOW IN PRODUCTION

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Make appropriate selection from the “Program” drop down menu on the Section Setup page.

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(X)= Enrollment not reported in LCS

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Legislative Class Size

IMPORTANT UPDATE-

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K-8 School Report Card numbers are now being pulled from this collection. In prior years, School Report Card numbers were taken from the SAR.

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What’s this mean?

• ALL PSUs, including Charter Schools, must run the Fall LCS report.
• All PSUs need to review the K-8 reports and report discrepancies to PS Support
• School Activity Report (SAR) is no longer needed and has been removed.

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Note: 9-12 totals are provided by NCDPI Accountability (not collected from LCS)

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EDDIE (Justin)

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NCDPI and PowerSchool are currently working on a solution that will allow us to keep EDDIE enabled year-round.

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This is planned for production by EOY, 2022.

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Statewide Student Search (Justin)

The Statewide Student Search is no longer available from the Start Page. This is a custom NC function that only searches across PowerSchool locally and does not search the state UID system.

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Please be aware that the records returned in the Statewide Student Search are not always accurate and should be verified. If you want to use the Statewide Student Search function, it can be accessed using the URL: <YOUR_PSU>/admin/swss/home.html

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Dropout Report (Amy)

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Collection starts October 1 and goes through November 4

Reporting period is for the 2020-2021 school year

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• Dropout is an individual who
• was enrolled in school at some time during the 2020-2021 school year,
• was not enrolled on day 20 during the 2021-2022 school year,
• has not graduated from high school or completed a state or district approved education program,
• and has not met any of the following exclusions
1. transferred to another PSU, private school, home school, or state/district approved education program.
2. temporarily absent due to suspension or school approved illness, or
3. death.
• Dropouts are counted as dropouts from the last grade and school they were enrolled
• Dropouts can be in Grade 1 through Grade 13 and XG

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Dropout Report (Amy - continued)

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• Researching Potential Dropouts
• Potential Dropout Match Report
• Searches for W2 records (not W1, W3, W4, and W6)
• Completers that Failed to Return Report
• Searches for W1 records (not W2, W3, W4, and W6)
• Double check the Statewide Student Search

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• Review the list of designated Dropouts
• Final Dropout Verification Report

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Dropout Report (Amy - continued)

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Dropout Report (Amy - Continued)

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Dropout Report (Amy - continued)

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• Designate Verified Dropouts
• Current (W2) or Previous (W1) enrollment record for student
• Check “Verified Dropout”
• Select the Dropout Reason

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• Remove any students from dropout status if they have “match school” entry/exit dates that indicate they were in school on the 20th day.

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• Remove any students from dropout status if they have a documented exception, e.g., students that:
• have left the country
• are serving a long-term suspension
• are enrolled in a school in another state
• are enrolled in a private school or home school
• meet conditions of Initial Enrollee exception

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Dropout Report (Amy - Continued)

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Dropout Report (Amy - continued)

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• Submit Verified Dropouts
• Approve Report by November 4th.

Discipline Report (Amy)

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All Discipline data is required to be submitted by June 30th of each year.

Before EOY, the state will run analyses and edit checks on the data that has been submitted to the state up until that point.

• The analyses include:
• Reportable Offense Summary by district and school
• Bullying and Harassment
• ISS
• Short term suspensions
• Long term suspensions
• Expulsions
• Report to Law Enforcement
• School-related Arrests
• Victims
• Weapons
• Partial day suspensions

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Discipline Report (Amy)

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PLEASE run School and PSU level reports at least every 5 days

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• Behaviors/Offenses Regardless of Assigned Actions - SBE Policy SSCH-000
• Must be reported to NCDPI within 5 days of occurence
• Any of the 16 reportable crimes committed on a school campus or in connection with a school function.
• Other specified behaviors, regardless of consequences assigned.
• Any act resulting in corporal punishment, an in-school suspension, an out-of-school suspension, or an expulsion.
• Any assignment of a student to an alternative school or alternative learning program.
• Victims of dangerous crimes and harassment.
• Whether a transfer was offered to a victim of nine dangerous acts.
• Any report to law enforcement
• Any school-related arrest.
• Any uses of seclusion or restraint by school staff.

Discipline Report (Amy)

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• Behaviors/Offenses Regardless of Assigned Actions - SBE Policy SSCH-000
• Must be reported to NCDPI within 5 days of occurence
• Assault as defined in G.S. §14-33 but not resulting in an injury as severe as defined in G.S. §14-32.4;
• Fighting, or affray as defined in G.S. §14-33;
• Gang activity as defined in G.S. §14-50.16 14-50.20;
• Robbery as defined in G.S. §14-87, but without the use of a dangerous weapon;
• Extortion as defined in G.S. §14-118.4;
• Communicating threats as defined in G.S. §14-277.1;
• Threat of assault with a firearm or powerful explosive as defined in G.S. §14-277.1;
• Threat of assault with a weapon as defined in G.S. §14-277.1;
• Threat of assault without a weapon as defined in G.S. §14-277.1;
• Property damage as defined in G.S. §115C-398;

Discipline Report (Amy)

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• Behaviors/Offenses Regardless of Assigned Actions - SBE Policy SSCH-000
• Must be reported to NCDPI within 5 days of occurence
• Bullying as defined in G.S. §115C-407.15;
• Cyberbullying as defined in G.S. §14-458.1 and 14-458.2;
• Verbal harassment as defined in G.S. §115C-407.15;
• Sexual harassment as defined in G.S. §115C-335.5; Title VII of the Civil Rights Act of 1964, 42 U.S.C. §2000e et seq.;
• Harassment - Race/Ethnicity as defined in §115C-407.15;
• Harassment – Disability as defined in § 115C-407.15;
• Harassment – Sexual orientation as defined in §115C-407.15;
• Harassment – Religious affiliation as defined in §115C-407.15; and
• Discrimination as defined in Title VI of the Civil Rights Act of 1964, 42 U.S.C. §2000d et seq.; Title VII of the Civil Rights Act of 1964, 42 U.S.C. §2000e et seq.; Title IX of the Education Amendments of 1972, 20 U.S.C. §§1681-1688; Americans with Disabilities Act, 42 U.S.C. 12101 et seq.

District Data Coordinators (Amy)

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Dropout Data Coordinator

• https://ncdpi.az1.qualtrics.com/jfe/form/SV_0DGJvrcKiQI16tM

ALP Data Coordinator

• https://ncdpi.az1.qualtrics.com/jfe/form/SV_3RgXSJfQuv2zyse

Discipline Data Coordinator

• https://ncdpi.az1.qualtrics.com/jfe/form/SV_1FVZftpuoO7Ul14

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Advanced Math Course (AMC) Reporting (Stephanie)

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• § 115C-81.36. Advanced courses in mathematics
• FAQ and overview webinar coming soon

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Home Language Survey (Mark)

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• EL Data in PowerSchool Impacts
• Home Language and English Learners
• Home Language Field
• Home Language Survey Process
• CSPR Information
• Screening Tools

EL Data in PowerSchool Impacts:

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Home Language Survey

W-APT/

Screeners

ACCESS Testing

• Federal Reporting/CSPR
• Grant distribution
• LIEPs
• EL and Immigrant Headcounts
• ELPD Survey
• EL Plans
• Accommodations
• Goal Setting

PowerSchool is the

authoritative source for

EL data

Home Language Survey (Mark)

Home Language and English Learners

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Federal Law (ESSA)

The ESEA, as amended by ESSA, requires SEAs that receive Title III grants, after “timely and meaningful consultation with local educational agencies,” to create and implement “standardized, statewide entrance and exit procedures” for ELs, “including an assurance that all students who may be [ELs] are assessed for such status within 30 days of enrollment in a school in the State.”

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NC State Law

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16 NCAC 06D .0106 - Part C(c) A home language survey shall be administered to every student at the time of enrollment and maintained in the student's permanent record. LEAs shall then identify and assess every limited English proficient student who needs assistance in order to have access to the unit's instructional programs.

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NC State Board Policy -

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Test -011 - Identification of English Learner

A. To be identified as English Learners (ELs), students indicating a language other than English on the Home Language Survey (HLS) must be assessed using the state EL identification test at initial enrollment. Thereafter, all students identified as ELs must be annually assessed using the state EL proficiency test.

Home Language Survey (Mark)

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Home Language Field

Connected to Screening Scores

Home Language Survey (Mark)

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Home Language Survey Process

NC Top 10 Languages

English HLS Example

Home Language Survey Translations

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Spanish

Arabic

Chinese

Vietnamese

Hindi/Indian/

French

German

Russian

Tagalog

Urdu

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Home Language Survey Process

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October 1st

9:00 - 10:20

EL Training for NEW Stakeholders

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Registration Link

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Home Language Survey Process

Screening Tools

EL and Immigrant Headcount

Adding Scores to PowerSchool

Resources

Q&A

Home Language Survey (Mark)

CSPR Information

Enterprise Data and Reporting team at NCDPI relies on Home Language data for 1.4 of the CSPR Report to the Federal government (language native spec 045 and FS141)

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If you need additional information on this, please reach out to KC Elander

Home Language Survey (Mark)

Screening Tools

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W-APT/Screeners:

• Adopted by State Board
• 30 days from (prior to or after) student enrollment to screen a student
• 14 days from testing for parent notification

PowerSchool:

• Add Scores into PowerSchool
• Current - Identified as EL
• Never - Student tested but did not qualify for services
• Once entered into PS, scores can be downloaded into third-party vendors

Home Language Survey (Mark)

PowerSchool Upgrade

• Next version- 20.11.4.0
• Production release is targeted for October Maintenance Window
• Very minor upgrade
• Necessary in order for next Oracle upgrade to take place

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Student

Information

System

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Fall Conference

November 8-10, 2021

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Postponed to Spring 2022

• Corey McNeill - Digital Learning Systems Consultant
• Justin Conner - PowerSchool Business Manager
• Cami Narron - Education Product Consultant
• Tessa Hine - Home Base Professional Learning
• John Mairs - Home Base Professional Learning
• Yolanda Wilson - Education Program Specialist
• Audrey Long - Education Program Specialist
• Russell Dixon - User Support Analyst
• Carmella Fair - Instructional Resource Consultant

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DTL/Home Base Team 2021-22� Dr.Rob Dietrich - Home Base Manager

bit.ly/HBMUfb2122