PowerSchool is ready for 2019-20

PowerSchool is ready for 2019-20
Posted on 08/01/2019

On Wednesday, July 31, the IT Department ran the End of Year process in PowerSchool. This process closed enrollment records for 2018-19. Your 2019-20 students are active at this time.

Please be aware of the following important information:

  • Default Term: The Term (shown in the upper, right-hand corner of the screen) will default to 19-20. This change applies to PowerSchool Administrator, PowerTeacher, and the Parent/Student Portal. For PowerSchool Administrator users, if you change the Term to a prior year, please remember to change it back to 19-20 when you are done.
  • Dates in PowerSchool:
    • First day of student enrollment at a school should be the actual first day of attendance. First day of class must be first day of attendance on or after the enrollment date.
    • Last day of student enrollment at a school should be the day after the last day of actual attendance (which may be the day after the last day of the school year and may be a Saturday). Last day of a class should be the day after the last day of actual attendance in the class.
  • Enrollment: Schools have full access to all of their 2019-20 students, including incoming students, previously enrolled at other schools at the end of the 2018-19 school year. Pre-Registered students are now Active at your school. Please refer to the Enrollment Handbook for specific instructions on enrolling new students. Important: Make sure before enrolling a student into your school that your Term is set to 19-20. Before enrolling kindergarten students as new to the district, remember to search for them, since they might already have a district ID from preschool.
  • Creating Duplicate Student IDs is AVOIDABLE! - Before enrolling a new student, you must check to see if the student was previously enrolled in a San Diego Unified School. This will eliminate the chance of creating a duplicate enrollment and multiple student IDs for the same student. Refer to the Preventing Duplicate Student IDs Job Aid for more information.
  • Pre-Registered Students: Students enrolled after Thursday, August 1, 2019 may initially appear as Pre-Registered in PowerSchool. IT will run a process each day which will make Pre-Registered students Active, overnight.
  • Transferring Students: Please refer to the Enrollment Handbook for information on transferring students. Effective Thursday, August 1, 2019, schools can use the District Search and Student Transfer pages to transfer both active and inactive students. Please note that the last day schools may transfer active students will be Wednesday, September 4, 2019. After Wednesday, September 4, 2019, schools will only have access to transfer inactive students using District Search and Student Transfer.
  • Scheduling:
    • Elementary schools: Information regarding open labs is available in ERO.
    • Secondary and K-8 schools: IT has made necessary adjustments so schools using PowerScheduler may continue to do so, until ready to commit their master schedule. Instructions regarding the Secondary Master Schedule commit process were sent to schools on Wednesday, June 5, 2019 and Tuesday, July 30, 2019. If you have not already done so, please submit your commit dates by filling out the 2019-20 Commit Questionnaire as soon as possible. Important: In order for PowerScheduler to work correctly for transferred/newly enrolled students, please confirm Next School and Next Grade match the school and grade the student will be enrolled in for 2019-20.
    • Secondary and K-8 schools are encouraged to take advantage of master schedule open labs to finalize scheduling for 2019-20. Visit ERO for upcoming open lab dates.
  • Reports: While many reports in PowerSchool can report on data from prior years, some reports are designed to report on current data only. After running the End of Year process, some reports will not provide expected results for prior year terms. Please see PowerSource Knowledgebase Article 9985 for additional information regarding specific reports that are affected. Reports found under System Reports, sqlReports, will also typically provide current data only. If you are trying to run reports for a prior year, first change the Term (shown in the upper, right-hand corner of the screen) and remember to change it back to 19-20 when you are done.
  • School Setup: The following pages are accessible to Power Users at each school to prepare for the 2019-20 school year. Please note that schools will no longer be able to edit these pages after the first fifteen days of the 2019-20 school year. The last day to make changes to these pages will be Monday, September 9, 2019. After Monday, September 9, 2019, most district run schools will have access to view these pages but will no longer be able to make changes. This cutoff date will be earlier for charter schools and other sites which begin earlier than August 26, 2019.
    • Bell Schedules
    • Calendar Setup
    • Days
    • Periods
  • Parent/Student Portal: Changes have been made to the PowerSchool Parent/Student Portal in order to prevent parents and students from seeing 2019-20 scheduling information. When your school is ready, you can re-enable the Parent/Student Portal at your school by following the instructions below. For further information about the Parent/Student Portal, please refer to the Parent and Student Portal Administration handbook. Please note, the IT Department will enable the PowerSchool Parent/Student Portal on Friday, August 23, 2019, at 12:00 PM for schools who have not already done so.
    1. Select School Setup, from the left-hand side of the page
    2. Select Parent/Student Access
    3. Turn off the checkbox for Disable Access To Public Portal
    4. Schools can optionally remove the Custom Access Disabled Title and Custom Access Disabled Message, if they wish
    5. Click the Submit button
  • PowerSchool Handbooks and Job Aids: Please refer to the PowerSchool Handbooks and Job Aids page for updated PowerSchool handbooks and job aids.
  • PowerSchool Training: Please refer to ERO for upcoming PowerSchool training.
  • Please note that Active Directory accounts will be disabled in early August, for students who have graduated or will not be continuing in 2019-20.