End-of-Year (EOY) for NC

1. End-of-Year (EOY) for NC Terra Dominguez Melissa Conover May 30, 2014

2. Audience • LEA / Charter NC-SIS PowerSchool coordinators • Tech Directors

3. Agenda • Reminders • Shut-down Window Updates • NC Specific • Checklist • Demo • Documentation and Resources

4. Reminders • DPI Shut-down begins June 27th, 5pm • Validations must be complete prior to June 27th • All LEAs / Charters must provide a 24/7 contact person even if DPI executes EOY process for LEA • LEAs / Charters may execute EOY on their own instance • First cut posted: http://www.nc-sis.org/EOY.html • Remedy tickets being reviewed for updates

5. Shut-down Window Updates • DPI has turned off the Perform EOY and Promote Student option • DPI will turn the option on and inform those LEA/Charters executing EOY • LEA and school level users will be locked out of PowerSchool • 24/7 contact will be unlocked after back-ups of the system are completed • 24/7 contact may unlock any other staff that will assist in Post-EOY validation

6. NC Specific – Schools Below 300 • All LEAs and Charters ‘below 300’ schools • Uses : • Students not included in state compliance reporting • federal reporting • created with a specific NC requirement • LEA specific needs

7. NC Specific – Schools Below 300 .. • Examples • 292 – CECAS (program school – federal reporting) • 293 – LEP (program school – federal reporting) • 294 – Migrant (program school – federal reporting) • 295 – Neglected and Delinquent (program school – federal reporting) • 296 – FTE (NC specific requirement – allows updates to re-enrollment records) • 297 – Homeless (program school – federal reporting) • 123 – Happy Sunshine Daycare (completely made up as an LEA example)

8. NC Specific – Schools Below 300 .. • Program and FTE schools must have all grade levels defined • All open schools for SY 2014-2015 must have school set-up tasks completed as part of PRE-EOY • LEA level: If you are unable to see these schools in your drop-down list and should have access, follow the steps for adding a school to your security set-up • DPI will update the Admission Status to N1for active students in school numbers below 300 after EOY • N1 will ensure the PMR is not negatively impacted when the student record is transferred to a traditional school

9. NC Specific – Promotion/Retention/Graduation Exit Codes specific to EOY will be updated based on NC requirements

10. NC Specific – Promotion/Retention/Graduation .. • Retention • Select the retention code that applies to the greatest number of students. • Keep a list of students whose retention record will need to be updated to the appropriate retention code after EOY • Demoted • North Carolina will not use the Demoted option.

11. NC Specific – Student Transfers • Process differs from the previous YET process. • NC requires students be promoted, retained or graduated using EOY if active on the last day school • EOY promotes the student to their next grade and next school. • If the student is not active at the time EOY is run, the grade level will not be updated

12. NC Specific – Transfers out of LEA • Student record must remain active to process through EOY • Must have next school identified • Use the default school within LEA as next school • Student will be promoted and transferred within in the LEA • Withdraw student as No Show (entry date = exit date) after EOY and within first 10 days of SY 2014-2015 • If receiving LEA gets an error when preforming Transfer Student Record process, contact the school where the student record is incorrectly admitted and request withdraw

13. NC Specific – Transfers out of Charter • Set the Default Next School to school number 296 (FTE School) • FTE school must have all grade levels defined • Students must be placed in a Transfer Out status after EOY by a member of the Charter School

14. NC Specific – Graduating Students • Promoted with Exit Code W6 • Must have next grade as 99 • Must have next school as 999999 / Graduate School • During the school year 2013-2014 some early graduates were mistakenly placed in the Graduated school • DPI will move these students back to the original school of record for reporting purposes and then move them back to the Graduated school • More information on this process will be forthcoming

15. NC Specific – Program Schools • Information pending • Migrant Program School (294) • Neglected and Delinquent Program School (295) • Homeless Program School (297)

16. NC Specific – Program Schools - LEP • Student records may be transferred to another school in the district during the EOY • Students who transfer out of the program or LEA should be promoted or retained during the EOY • The Next School should = 293. • After EOY place the student record in a Transfer Out state • Must have all NC grade levels defined

17. NC Specific – Program Schools - CECAS • Must be promoted to next grade and school or retained in the program school • May be transferred out to another school in LEA • If student has reached grade 13 and is still receiving services, set the Next Grade to 13 • Student will appear retained • After EOY, make a note in the comment section of the student’s Transfer record indicating the student has achieved the highest grade level and still receiving services

18. NC Specific – Program Schools – CECAS.. • Graduates should be promoted with the exit code ofW6 • Must have Next School set to 999999 / Graduate • Students who transfer out of the program or LEA should be promoted or retained during the EOY • Next School should = 292. • After EOY is complete, place the student record in a Transfer Out state • Must have all NC grade levels defined

19. Pre-EOY Tasks • Complete in order • Validate School Enrollments (recommended) • Validate Section Enrollments (recommended) • Print Reports (recommended) (see Appendix B for a complete list) • Print PowerSchool ‘canned’ reports that cannot produce student data from prior years • Any object reports the LEA has created • Report Cards • DPI Transcripts • Export State Reports

20. Pre-EOY Tasks… • Create Years and Terms (required) • Assign Next School Indicators (required) • Assign Next Year Grade Values (required) • Clear Activities (optional/recommended) • Configure Default Grade Level for FTEs (required) • Configure Fees (optional/recommended) • Complete Scheduling (required) • Print Meal Transactions and PowerLunch Reports (optional/recommended) • Export Historical Grades (optional)

21. Other Tasks Prior to EOY • Complete State Reports • Complete CTE Concentrator Survey Process • Enroll New Students

22. Demo – School Level Field Review • Key fields to review: • Next_School • The school will the student be attending in the 2014-15 school year • Sched_Nextyeargrade • The grade will the student be enrolled in during the 2014-2015 school year • Grade_Level • The student’s current grade level • Schoolid • The student’s current school • Detailed examples located in End of Year User Guide: http://www.nc-sis.org/EOY.html

23. Other Info • No June 3rd Tuesday Tech Webinar • Athletic Eligibility run before EOY - released to DPI-QA on Thursday, May 29 • This weekend • Grad Plan course updates • AIG Update - this weekend • SAR Updates this weekend • SAR date extended until June 13 • Import of EC 3rd party continues - vendor providing new files

24. Thank you!Home Base Support CenterAvailable: Monday - Friday7:30 AM to 5:00 PMPhone: 919-807-4357Email: homebase.incidents@its.nc.gov(Please do not send an email to this address unless you are a designated school official authorized to submit service desk tickets to Home Base Support Center)