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  1. Version 2018.2019.3

    50 downloads

    Objective This PowerSchool plugin builds a CSV export to be used by TIDE to import your students. This version uses the 18-19 school year template. Before We Get Started - Setup The plugin makes some assumptions that your PowerSchool system is configured in a certain way. If you use PowerSchool for your ISEE reporting, you likely already have it configured correctly. However, if your system does not meet one or more of these requirements, the report may not work or you may get inaccurate information: The District Number on District Setup ► District Info must be an integer (whole number--no letters, symbols, nor punctuation). Your schools must have their State ID number listed as an Alternate School Number under District Setup ► Schools/School Info. You use the Federal Ethnicity and Race options for your students' ethnicity/race selections, and they align to the Idaho State Reporting Guide's configuration. LEP Your Limited English Proficiency program names contain LEP - (that is LEP space dash space) and the LEP Status (e.g. L1, LE, etc) is set inside the active record. The student's Language Code is assumed to be ENG (English) unless another language is found on an active LEP record. The student's LEP Entry and Exit Dates are taken from the ID_LEPEntDate and ID_LEPExitDate fields found on State/Province - ID ► Immigrant and LEP Information (and can also be found under the link called Special Program Student Fields inside of Edit Special Program Enrollment). Migrant Your Migrant program names contain MIG - (that is MIG space dash space). Section 504 Your Section 504 program names start with 504 - (that is 504 space dash space). Special Education Your Special Education program names contain SPE - (that is SPE space dash space). Not Reported to TIDE Primary Disability Type, Alternate Assessment, and Paper Tester. If you need to report these, you must manually edit the extract and set it or edit it in TIDE after the import. Before We Get Started - Notes You may need to adapt the instructions below to your system if your district/charter has customized the menus. Rather than itemizing each click through the menu screens, I use the ► symbol to separate each item you're clicking. Note on Extended Schema The plugin does not (yet) require that you've migrated your state custom fields to extended schema. If you meet the above criteria, the plugin is set to work whether you have migrated or not. If you have not yet migrated, please do so soon. PowerSchool already expects this to be complete to receive support and future updates for State Reporting may fail if you don't get that done. Please see my presentation on extended schema if you need more information on this. How to Install the Plugin Feel free to refer to PowerSource article 79085 for PowerSchool 11.x or PowerSource article 80644 for PowerSchool 12.x if you want additional information. The section of the manual is called Plugin Management. Note: If you have the 2016-17 version of my plugin installed, you must uninstall it before installing this version (steps below). Upgrades from 2017-18 and newer should work without uninstalling. Download the plugin and save it somewhere you can find it shortly. From the Start Page, choose System ► System Settings ► Plugin Management Configuration. Click Install. Click Choose File next to Plugin Installation File. Browse to the file you downloaded in Step 1 and select it. Click Install. The plugin was installed successfully. should appear at the top. Check the "enable" box for the D91 TIDE Students PowerQuery. Click Enable to complete the installation. You should get Plugin successfully enabled. Continue with How to Use the Plugin below. How to Uninstall the Plugin Hopefully you're using these steps to remove the old version, but the steps are the same for any version of my plugin. If you're having issues with the current version, please let me know in the comments tab below. From the Start Page, choose System ► System Settings ► Plugin Management Configuration. Find the plugin and click the Delete button on the right. Confirm the deletion. How to Downgrade/Reinstall/Update the Plugin (if it's already installed) Follow Steps 1-4 above, downloading the version that you want. Click on the plugin name, D91 TIDE Students PowerQuery. Click Update. Click Choose File next to Plugin Installation File. Browse to the file you downloaded and select it. Click Submit. If you are reinstalling the same or a prior version to what you have, you'll get a warning and you'll have to click Submit again to force the install. If the plugin was enabled prior to the update, you'll be automatically asked if you want to enable the new version. Click Enable. You should get Plugin successfully enabled. How to Use the Plugin This plugin installs a PowerQuery into Data Export Manager. If you don't yet have permissions to Data Export Manager, please see the Required Setup above for information on configuring that. From the Start Page of the District Office, choose System ► Page and Data Management ► Data Export Manager. If you have NOT used this plugin before, skip to Step 4. Follow these bullets' instructions: Click on the My Templates tab. Click on the template you created for the TIDE 18-19 Students. Skip to Step 8. Select Additional Data Sets from the Category dropdown. Select PowerQuery: D91 SBAC Student Export from the Export From dropdown. Click the checkmark beside STUDENTS to select all fields. You will need to go through all 25 fields and remove the STUDENTS.##_ part out. For example, instead of STUDENTS.01_DistrictID, you just want DistrictID. Unfortunately, by default, PowerQueries will export their fields alphabetically. In order to ensure the fields are in the right order, I add numbers in front of the field names. However, TIDE will not understand these field names if you leave them this way so you need to strip them off. The good news is we only have to do this once (until the fields change again). We'll be able to save this template shortly. Click Next. If you need to filter down to certain grade levels, you can use the Column Filters to do that here. Be sure you include a leading 0 because TIDE requires the GradeLevelWhenAssessed to always be two digits. If you want to preview the extract, click Show Records. When ready, click Next again. Note that if you use filters and/or preview the extract, it shows the column names you saw originally, not the ones you cleaned up. Don't worry; the final extract will be right. Adjust the options on this screen as follows: For the Export File Name, I used TIDE_students_export.csv. You can use any file name you want, but you must end it with .csv (period c s v). Line Delimiter should either be CR or CR/LF. Field Delimiter should be Comma. Character Set should be Windows ANSI if you're on a Windows computer or Mac Roman on a Mac. Leave the Include Column Headers box checked. If any of your kids' first, middle, or last names have a comma in it, you need to check Surround "Field Values" in Quotes, but otherwise that is not necessary. If you HAVE used this plugin before, skip to Step 13. Follow these bullets' instructions: Click Save Template. This will save you having to clear out all the STUDENTS.##_ stuff next time. Give the template a name. I named mine TIDE 18-19 Students, but you can use any name you want. I usually set the school year in the name because the templates usually change each year. You can set a Description if you want. Otherwise, just click Save as New. Click Export. Save the file somewhere easily to locate. This is the file you'll send up to TIDE. Importing the Students into TIDE Access TIDE at https://maac.tide.airast.org/ and get logged in. Click on Students ► Upload Students from the left panel. Next to Choose File, click Browse. Find the file you exported above and select it. At the bottom of the page, click Next. It may take a moment for TIDE to preview your file. If everything looks good, scroll down to the bottom and click Next again. The next step depends on whether you have over 1000 students in the file or not. 1000 or fewer students: A brief confirmation showing how many records are being committed is shown. Click Continue with Upload. TIDE will validate your file on the fly and provide you status of any issues it finds. More than 1000 students: You'll be prompted that the file will be processed offline and a separate notification by e-mail will be sent when the processing is complete. Click Continue with Upload. Correct your information if needed, then click Continue. (Only the name and e-mail address are required). That's it! Await the e-mail confirmation and the students should be loaded. If there are any errors, you'll need to confirm that your system meets the requirements above and/or make any manual corrections to the export. Last, But Not Least I hope this helps! Many hours went into building this plugin and documenting its use. Please do me a favor and leave a review (in the Review tab below) if you use my plugin and let me know how it worked for you. If you have general questions, feedback, technical issues, or typos with the plugin or its documentation, feel free to use the Comments tab to let me know. Support is limited but I'll help if I can. If your questions are more about the process of loading the students into TIDE, or things beyond the plugin itself, please ask those questions in the forum so that a wider audience will see them and can assist. Thank you! --Vance M. Allen
  2. Version 1.0.0

    3 downloads

    Objective This PowerSchool engine report builds a CSV export to be used by PowerSchool's Data Import Manager so you can migrate your active accommodations stored under Special Programs to the new table. Copyright Notice This engine report was developed completely on my own time without pay, and is therefore copyrighted to me. Districts and charters are licensed to use this report only as an end-user as described on this download page. The code may not be redistributed except by the Tech Talk forums, re-used, modified, altered, stolen, etc. in whole or in part except as described explicitly in writing by me. Additionally, no copyright notices within this engine report may be removed or altered. If you do not agree to these terms, you must not install this engine report and you must discard any copies you possess of it. Violators may be prosecuted to the maximum extent permitted by law. Note As of this writing, Idaho Falls School District #91 does not use PowerSchool for tracking accommodations, and I no longer have access to any PowerSchool districts that do. Therefore, I've gone to great lengths to debug and troubleshoot this report as much as I can with what I have available to me, but I cannot guarantee that I've caught everything. If you experience issues with the report, please bring them to my attention in the Comments section here. If needed, we can move to a private conversation for further troubleshooting. Just in case, you may want to consider making a backup of your database before importing the file that this report generates, especially if your staff has already started entering accommodations into the new area of PowerSchool. How to Install the Engine Report Do not go through these steps if this report is already installed--you MUST uninstall any existing copies first or the report will break. The steps to uninstall are in the next section. Download the report and save it somewhere you can find it shortly. From the Start Page, choose System Reports ► Engine (tab) ► Load One Local Report.Click Choose File next to Report to Upload.Browse to the file you downloaded in Step 1 and select it.Click Import."The report was imported correctly" should appear at the top.Click the PowerSchool logo to return to the Start Page.How to Downgrade/Reinstall/Update/Uninstall the Engine Report PowerSchool does not upgrade engine reports without removing the existing version first. These steps will remove the report. To install a different version, follow the Install the Engine Report steps above after removing the existing version. From the Start Page, choose System Reports ► Engine (tab) ► Setup.Click on the TIDE SSE Migration Helper entry under the Report ID column.Scroll clear to the bottom and click Delete, then Confirm Delete.How to Use the Report This report installs a new entry into your Engine tab in System Reports. This report will scan over all current Special Programs for any accommodations that can be migrated into the new layout. You will need access to run Engine Reports and the Data Import Manager in order to use this report successfully. From the Start Page of the District Office, choose System Reports ► Engine (tab) ► TIDE SSE Migration Helper.Click Submit to run the report.After the report completes (Refresh periodically if needed), you'll get a View option. Click that.The report will automatically download into CSV format. Save it somewhere convenient.WARNING: Do NOT manipulate the export file in Excel unless you are familiar with the data format and you can preserve all required leading zeros. Several fields in the new table REQUIRE leading zeros and Excel will strip them off by default. If you have any doubts, use a text editor if you need to manipulate the export file.Importing the Accommodations into PowerSchool's New Interface From the Start Page of the District Office, choose Special Functions ► Importing & Exporting ► Data Import Manager.Click Choose File next to Source, then browse for the file you downloaded in Step 4.Choose S_ID_STU_SETTINGS_C next to Import Into.Choose Comma for the Field Delimiter and Windows ANSI for the Character Set.While I do not have a Mac to test this on, I believe you may still need to choose Windows ANSI even on a Mac because the engine report uses CRLF line spacing. If you find this not to be true, please let me know so I can update this document.Click Next to move into the Map Columns section. The columns should already be mapped. Click Next again.The PowerSchool default settings are good (exclude header, do not process record, last box unchecked). Click Import.Depending on how many records you have, you may need to click PowerSchool's Refresh button (not the browser refresh) periodically to check the status.Once the import is complete, check your results. The new location for accommodations, by default, is under (Student Selection) ► State/Province - ID ► Student Settings Export Accommodations.If you are satisfied, you can uninstall the engine report from your server. You shouldn't need it again unless additional accommodations are added into the old/deprecated section.Last, But Not Least I hope this helps! Many hours went into building this report and documenting its use. Please do me a favor and leave a review (in the Review tab below) if you use my report and let me know how it worked for you. If you have general questions, feedback, technical issues, or typos with the report or its documentation, feel free to use the Comments tab to let me know. Support is limited but I'll help if I can. Please keep all support questions in the Tech Talk forums. If your questions are beyond the report itself, please ask those questions in the forum so that a wider audience will see them and can assist. Thank you! --Vance M. Allen
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