End-of-Year (EOY) for NC

1. End-of-Year (EOY) for NC Rosalyn Galloway June 18, 2014

2. Audience • Charter NC-SIS PowerSchool Coordinators • Charter NC-SIS PowerSchool Data Managers • Tech Directors

3. Purpose • Describe End of Year (EOY) • Define LEA, DPI and Pearson responsibilities • Identify NC Specific Needs for EOY • Demo procedures • Discuss resources and support • Answer questions

4. What is End of Year (EOY)? • Function similar to NC WISE that promotes students to the next year school and next year grade at the end of a school year • Run at each LEA for all schools • Shut-down window similar to NC WISE YET • All PowerSchool instances will be shut-down prior to running EOY in late June and remain unavailable through first week in July

5. More About EOY • Three processes that occur at the LEA level • Validation: most reports and clean up can be executed by school staff • EOY: performed on all schools in the LEA at the same time • Post-EOY: most tasks may be completed by school staff • Current year (SY 13/14) data must be correctedprior to EOY • EOY will not complete if validation fails • If using PowerScheduler, SY 14/15 schedules must be committed priorto EOY (HS, MS) but after the last day of school • EOY must be runduring shut-down window

6. Who Does What? - Responsibility • Charter– Validate data • Charter– Communicate completion • DPI – Verify validation is complete for all LEAs • DPI / Pearson – Shut-down(Pearson back-upsystems in place) • Charter or DPI – Run EOY (this part’s easy) during shut-down • DPI / Pearson – Re-connect and initiate PowerSchool Instances (ODS) • DPI – Complete year end processes for state’s integrated/dependent systems • DPI – Communicate systems up • Charter– Begin Post-EOY (SIS review, updates and local system integration)

7. Charter - Validate • Begin now • Run validations on End-of-Year Process screen • DPI has turned off the Perform EOY and Promote Student option • DPI will turn the option on and inform those Charters executing EOY • Corrections at LEA and school level

8. Read Everything First – End-of-year process Screen Path

9. Validation Processes • DPI will provide the appropriate entry and exit codes

10. Lather, Rinse, Repeat • Begin validation and correction now • Continue to run validation and correct data until DPI shut-down window • EOY validation tools can be used all year long

11. Validation Support • Home Base Support Center (HBSC) available to answer validation questions • NC Specific Documentation on NC-SIS sitehttp://www.nc-sis.org/EOY.html • Articles on PowerSource • Some articles only accessible to LEA Technical contact

12. Charter- Communicate • EOY requires 24/7 LEA contact • Contact list located: http://www.nc-sis.org/EOY.html • Call the Support Center if you have not provided contact information • First and Last name • Home and Cell number • Last day of school • Who is running EOY? (DPI or Charter) • Be prepared to run EOY by 6/27/2014 5pm

13. Integration and Dependency • Integrated systems* are dependenton the completion of EOY for all LEAs, however; no LEA may begin EOY function before DPI shut-down communication • ODS (Repository) • CFNC • CECAS • SchoolNet • Open Class • Test Nav • TNL – NCEES *Examples

14. DPI – Verify Validation • EOY will not be run until all LEAs/Charters have completed validations • Staff have been assigned and will be available to assist Charters – contact HBSC • LEAs/Charters are encouraged to run EOY • a.k.a. ‘Push the button’

15. Charter / DPI – Run EOYWait…You want me to ‘Push the Button’? • EOY is runafter DPI shut-down is communicated • Charter encouraged to run EOY • ‘Pushing the button’ starts with a drop-down and ends with Submit • If data is correct EOY function will run • If process does halt, DPI 24/7 resource available

16. DPI - Shut-down Window • Back-ups taken by Pearson Hosting • 24/7 support for DPI from Pearson • 24/7 support for LEAs/Charters from DPI • More detail pending on when to ‘push the button’

17. DPI – Connect, Complete, Communicate • Pearson to re-connect ODS • DPI / vendors complete end of year processes for integrated systems • Post-EOY validation tasks • Individual contact with Charters as needed • Communicate completion to state

18. Charter– Begin Post-EOY • Post EOY- tasks • System and data review • Integrate local systems if needed • First day of SY 14/15 is 07/07/2014

19. NC Specific Needs

20. NC Specific - EDDIE • Authoritative Source for school Demographic information • Cannot be updated during current year in preparation of EOY • Make changes to PowerSchool • Update EDDIE after 7/7/2014 • If changes are made to PowerSchool they must be made in EDDIE • If updates are not made in both places, EDDIE will overwrite PowerSchool.

21. NC Specific – EDDIE … • EDDIE will feed data to PowerSchool beginning SY 14/15 • For school year 2014-2015, until the integration is complete, please contact the Service Desk after EDDIE has been updated to initiate the feed to PowerSchool. • More information:  http://www.ncpublicschools.org/fbs/accounting/eddie/

22. NC Specific – Schools Below 300 • All Charters have ‘below 300’ schools • Uses : • students not included in state compliance reporting • federal reporting • created with a specific NC requirement • charter specific needs

23. 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)

24. NC Specific – Schools Below 300 .. • All schools must be validated • All schools must have Pre-EOY set-up tasks completed • Program schools must have all NC grade levels defined through grade 12 • FTE School must have all NC grade levels defined through grade 13

25. NC Specific – Schools Below 300 .. • 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 N1 for 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

26. NC Specific – Promotion/Retention/Graduation Exit Codes specific to EOY will be added to PowerSchool based on NC requirements When retaining students, select the default retention code.  Keep a list of students whose retention record will need to be updated to the appropriate retention code after EOY.

27. 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

28. 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

29. 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 through grade 12 defined

30. 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 12 and is still receiving services, set the Next Grade to 12 • 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

31. 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 through grade 12 defined

32. NC Specific – Program Schools • Detailed information on Program Schools is located in the End of Year User Guide: http://www.nc-sis.org/Documents/end_of_year/PS_EOY_Guide_round3_final.pdf

33. 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

34. 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)

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

36. 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

37. Thank you!Home Base Support CenterAvailable: Monday - Friday7:30 AM to 6:00 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)