Missouri PowerSchool Users Group (MoPSUG) 2010 Annual Meeting

1. Missouri PowerSchoolUsers Group(MoPSUG)2010 Annual Meeting

2. Elementary Enrollment & Transfers

3. Agenda • Welcome and Introductions • Course Objectives • Overview of Elementary Enrollment • Enroll Student • Overview of Student Transfers • Transfer Student • Exit and Entry Codes

4. Objectives After completing this course, you will be able to: • Enroll a new student • Transfer student out of building • Transfer student into building • Transfer within district

5. Minimum Required Fields • Name-Last, First, Middle • Date of Birth (mm/dd/yyyy) • Home Phone • Enrollment Date (1st Day student will be in school) • Full Time Equivalency (drop down menu) • Grade Level (drop down menu) • Entry Code • District of Residence

6. Missouri State Required Info • Ethnicity (drop down menu) • Gender (drop down menu) • Part Time Student Indicator (check if student is part time) • Membership Percentage (100% 50% 13%) • Kindergarten Enrollment (drop down menu) • Attending School • Attending District • School of Residence • Residency Status • Home Address

7. Required Student Screens • Address • Demographics Modify • Emergency/ Medical • Modify Info • Parent Guardian • MO State Info-Student Core Page

8. Enrolling a New Student Select Enroll New Student

9. Minimum Required Fields Entry Codes on next screen.

10. Entry Codes Entry Codes Provided by: Missouri Student Information System 2009/2010 Reference Manual Missouri Department of Elementary and Secondary Education Fall 2009

11. Information for Family Match After you have completed the Initial Enrollment Information clickSubmit

12. Duplicate Student Checker • A list of potential matches will be listed based on the Last Name, DOB, or Phone. • Names will be by Status (active, inactive, transferred) and then by Last Name * If a match is found, click on the blue name link * If NO match is found click Continue

13. Where do I get started? Where to get started? Start at the top! Liz: “I always start with the Address.”

14. Address Screen Home address-Where the student lives. Mailing address-This is the address used for school mailings that go out. Pick Up Address-This is the address where the child is picked up for school. Drop Off Address-This is the address the child is dropped off. Note: You can select the Rider Type and Address Type on this screen.

15. Demographics Modify Name-Auto Filled Address-Auto Filled Home Phone-xxxxxxxxxx Age-Auto Filled Membership-Auto Filled Area/Neighborhood-Fill in if you can DOB- MM/DD/YYYY Ethnicity -Drop down menu Father’s Information Mother’s Information Gender-Drop down menu Grade Level-Auto Filled Graduation Year Guardianship- Mother, Father, Grandma…. Mailing Address-Auto Filled *SSN- A student number will be assigned if you don’t have a SS#. Opt Out options are on this screen as well.

16. Emergency Contact/Medical Relationship (Drop down menu) Phone Type (cell, work & home) Medical Alert Contact Name Health RM will fill this in. We use this area for medical alerts. Medical Alert

17. Modify Information Required Fields Family Rep Check Box - Check if Oldest or Only Home Room-Fill in the teacher name or room number Part Time Student Indicator-Check if student is Part Time District Entry Date District Grade Level School Entry Date School Entry Grade Level

18. Other Information 2010 - Need Proof of Res, current bill, Birth Cert., etc. Note: Some Registrars use this Other Alert Text box for missing information. Search Code: alert_other#

19. Parents/Guardian Continued on next screen

20. Parents/Guardian Continued – FERPA & Sitter Info Family Educational Rights and Privacy Act Family Educational Rights and Privacy Act Drop Down Fields Sitter Information Continued on next screen

21. Guardian(s)and Alerts This area always needs to be filled out. At Park Hill this is where we pull the Parents data from. This is what appears if you have a Guardian Alert. This is a good area to put in Legal Matters : Court Doc, Custody, No pick ups, etc.

22. State Information Select Required Fields • Attending District • Attending School • School of Residence • Membership % • District of Residence • Residency Status • County of Residence • Migrant Status • Homeless * • ELL Primary Language • Lep/Ell • IEP Disability Code * • Placement Code * *Special Instructions

23. More…. State Information These fields need to be checked at the time of enrollment.

24. Scheduling Setup This is a good screen to have updated from the first day. It helps to have the next grade and school set up for the purpose of Roll Over. It is good to be prepared!!!! I agree!

25. Enrollment Step 1 Step 3 Step 2 Date of Enrollment Select Modify Schedule Fill in Enrollment Date Step 4 Select Period and then click Find. Select from the list of Course names and SUBMIT. I have found this to be a simpler way of Scheduling/Enrolling a new student in course.

26. Transfers & Exit Codes

27. Exit Codes Exit Codes Provided by: Missouri Student Information System 2009/2010 Reference Manual Missouri Department of Elementary and Secondary Education Fall 2009

28. Transfer Out of School Within Park Hill: • Transfer Out of School • Verify that Teacher(s) have completed grading if after mid-point of grading period • Using the Transfer Out of School function (click on FunctionsTransfer Out of School): • Enter a transfer comment (moving to Chinn, etc) • Enter the transfer date. Use the day AFTER the students last day in your school. Back dating the exit date is ok. • Choose Exit Code **T002 – TFR TO PUB SCHL WITHIN DISTRICT • DO NOT EXIT FROM ANY SPECIAL PROGRAMS – Contact CO to let them know this student has transferred • Click on Submit • Return to the Transfer Info screen and click on the current enrollment • Enter the Exit Destination District code (083005) • Enter the Exit Destination School code (your school code) • Enter the Exit Destination Comment leave blank if in Missouri • Click Submit • Transfer to Another School • Click on FunctionsTransfer to Another School • Select the school where the student will be going • Click Submit • Contact the Registrar at the next building and forward any necessary records in the pony • Student should no longer be found in your school  Copy provided by: Jill Anderson

29. For students transferring to another public school in MissouriTransfer Out of School • For students transferring to another public school in Missouri • Transfer Out of School • Verify from parent/guardian where the student will be transferring to • Verify that Teacher(s) have completed grading if after mid-point of grading period • Using the Transfer Out of School function (click on FunctionsTransfer Out of School): • Enter a transfer comment (moving to Platte City, etc) • Enter the transfer date. Use the day AFTER the students last day in your school. Back dating the exit date is ok. • Choose Exit Code **T001 – TFR TO PUB SCHL OUTSIDE DISTRICT IN STATE • DO NOT EXIT FROM ANY SPECIAL PROGRAMS – Contact CO to let them know this student has transferred • Click on Submit • Return to the Transfer Info screen and click on the current enrollment • Enter the Exit Destination District code (083005) • Enter the Exit Destination School code (your school code) • Enter the Exit Destination Comment leave blank if in Missouri • Click Submit • Student should show as Transferred Out and only found with a slash (/) Copy provided by: Jill Anderson

30. Transfer OutQuick Reference Guide • For students transferring ANYWHERE ELSE: • Transfer Out of School • Verify from parent/guardian where the student will be transferring to • Verify that Teacher(s) have completed grading if after mid-point of grading period • Using the Transfer Out of School function (click on FunctionsTransfer Out of School): • Enter a transfer comment (moving to St. Terese, etc) • Enter the transfer date. Use the day AFTER the students last day in your school. Back dating the exit date is ok. • Choose Exit Code (any T code except T001 and T002) • DO NOT EXIT FROM ANY SPECIAL PROGRAMS – Contact CO to let them know this student has transferred • Click on Submit • Return to the Transfer Info screen and click on the current enrollment • Enter the Exit Destination Comment (moved to St. Terese, etc) • Click Submit • Student should show as Transferred Out and only found with a slash (/) Copy provided by: Jill Anderson

31. Where did they go……? Drops/Unknown • For students who are dropping out or are being dropped with no destination information: • Transfer Out of School • Verify that Teacher(s) have completed grading if after mid-point of grading period • Print current grade card and keep copy in students file. • Clear any attendance back to the last day the student actually attended • Using the Transfer Out of School function (click on FunctionsTransfer Out of School): • Enter a transfer comment (moved, destination unknown) • Enter the transfer date. Use the day AFTER the students last day in your school. Back dating the exit date is ok. • Choose Exit Code (any code except T (transfer), R(Remained) and G(Graduated) codes) • DO NOT EXIT FROM ANY SPECIAL PROGRAMS – Contact CO to let them know this student has transferred • Exit Destination Comment is needed if moving out of State or Private School. • Click on Submit • Student should show as Transferred Out and only found with a /  I don’t know…they never said. Copy provided by: Jill Anderson

32. Helpful Web Sites MOSIS Code Sets http://dese.mo.gov/MOSIS/CodeSets.html Missouri Student Information System 09-10 Reference Manual http://dese.mo.gov/MOSIS/documents/MO_2009_09_22_MOSIS_Reference_Manual_v27_AC_SENTTOPRINT_09252009.pdf Missouri School Directory http://www.dese.mo.gov/directory PowerSchool Support Site https://powersource.pearsonschoolsystems.com Yahoo Groups – search for MOPSUG www.Groups.yahoo.com W3 Schools – Free online training for various computer languages including html (for use with the bulletin) www.w3schools.com PowerData Solutions – supplies free customizations to PowerSchool users. www.powerdatasolutions.org

33. Questions after you leave? Feel free to contact us at: Elizabeth Daniels danielse@parkhill.k12.mo.us Southeast Elementary 816-359-5772 Nanette Ebbertt ebberttn@parkhill.k12.mo.us Graden Elementary 816-359-6084