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Essential Tips and Tricks for Accurate Pupil Count in PowerSchool

Enhance your pupil counting process with these practical tips and tricks tailored for PowerSchool users. This guide, based on a year's worth of experience, offers quick and easy steps to manage data effectively using Microsoft Excel and Access database tools. Learn how to identify missing or incorrect fields, utilize XML files, and leverage pre-export validations to ensure accuracy. Don’t reinvent the wheel—use this cheat sheet to become proactive in data management and streamline your pupil counting efforts!

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Essential Tips and Tricks for Accurate Pupil Count in PowerSchool

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  1. Tips and Tricks for anAccuratePupil Count Laura Siek Greenville Public Schools

  2. One More Thing to Learn?

  3. Don’t re-invent the wheel!

  4. Quick Easy Steps • Cheat Sheet • PowerSchool • Microsoft Excel - formulas - auto filter - pivot tables • Access database - import - export

  5. BE PRO-ACTIVE • Use PowerSchool to the extent possible and make changes at the source file level BEFORE creating XML file. • XML = Extremely Maddening Language

  6. Power School Cheat Sheet A year’s worth of experience – free!

  7. Identifying fields with Missing Data MSDS will reject files with missing data! /gender=/ back slash yields results for students who are current AND students who are inactive

  8. Power School Quick Export

  9. Start Page > Special Functions > Importing & Exporting > Quick Export *** Power School Quick Export *** breadcrumbs

  10. Identifying fields with Incorrect Data Using Excel Selected fields to export: Student_Number First_name Last_name SchoolID Enrollment_SchoolID =IF(D6=E6,"OK","Problem")

  11. Before Each Count STUDENT FIELD VALUE***Clear prior 10/30 day rule field valuesMass change field values (operating district)Delete FTE for students who exited the district*** valuable for changing multiple students

  12. List Students in Power School • Homeless students • Foreign Exchange students • Non-Resident students • SNE – Supplemental Nutrition students • LEP – Limited English Proficient • Migrant students • Special Education students

  13. List Students in Power School Start Page: Homeless #

  14. List Students in Power School Select a function for this group of students: List Students

  15. List Students in Power School *count will number your students for you

  16. List Students in Power School Right click / Copy / Paste into Word document

  17. Power School Reports • General Collection Validation Report • Official Enrollment Student Roster • MI SRSD Extract • 75% Attendance Report • MI General Collection – generates xml file

  18. Power School Reports

  19. Tips and Tricks = Equals (first_name=Jamaal) < Is less than (grade_level<11) > Is greater than (grade_level>3) <= Is less than or equal to (grade_level<=10) >= Is greater than or equal to (grade_level>=4) # Does not equal football# (football is not blank) In - Value is present in the field (last_name in yang,holt) Contains - value is contained in the field (street contains maple) @ Wildcard (first_name=jacq@) *as_of=00/00/0000

  20. Tips and Tricks Multiple Selections Use a comma between criteria, a semi-colon between fields. Grade_level in 9,11;gender=f

  21. Tips and Tricks Excel Tips =IF(A2=B2,”OK”,”Problem” =LEFT(A1,3) =RIGHT(A1,3) =CONCATENATE(A1,” “,B1)

  22. I LOVE MY JOB!

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