Powerschool Help - Administrators & Secretaries...

Welcome to the Powerschool administrator and secretary resources page. Most questions can be answered by clicking on the icon while logged into Powerschool. Additional resources are below. Click on any topic to view in detail. Hold your mouse pointer over any topic to view a description.

Powerschool Enhancements

Activity Report (New 2/8/08)

Activity Participants Grades (New 2/8/08)

Alerts (New 2/8/08)

Family Management (New in v5.1.x) *Enroll sibling & copy sibling's data (tremendous time saver!) *Identify sibling links *How to Remove a Student From Family Match *Edit Student Shared Data

List of Families (New 2/8/08)

Quick Report Link (New 2/11/08)

Drop Down Menus - Searches & Exports (New 2/15/08)

Low Current Grades Report (New 2/20/08)

School (or District) Level Reports (New Mar 08)

One Stop Attendance (New Mar 08)

Student Stats - A graphical comparison of a student's current grades with that of his/her class and others in the course. (New Mar 08)

Email These Teachers (New Apr 08)

Tips & Tricks

Awesome Reports with Pivot Tables

Powerschool Shortcuts

Search For Current Number Of Credits (Current Term)

Awesome Reports With Pivot Tables

Using Microsoft Excel's pivot table features, one can create some reports that may not be possible in PowerSchool or may be easier for people to create than an object report.   Other advantages include several views without having to print several reports and that the Excel file can be viewed by non-admins.  The main disadvantage is the table is static, or based on the exported data.  To update the table, one would have to export updated data.  But in some cases, such as viewing grades breakdowns for Q1, static is fine.  To use Excel with PowerSchool effectively, one should be familiar with the following:

Exporting Data From PowerSchool Using DDE - DDE stands for Direct Database Export and can be found by going to System, Direct Database Export.  Since it's part of the System pages, not everyone may be able to access it depending on security privileges.  DDE lets you view information in the various database tables that make up the PowerSchool database and export that information out to a file that can be opened by Excel.  DDE does not allow you to make any changes to the database directly - something known as DDA (Direct Database Access) allows you to do that instead. 

Microsoft Excel - Excel is part of the Microsoft Office suite and available for either Mac or Windows.  If you have Office installed on your computer, you should have Excel installed as well.  Pivot tables allow you to view data in either a grouped or filtered form.   The Enrollment Summary page in PowerSchool looks very similar to a pivot table in group form. 

If you're not familiar with DDE and Excel, click here for a short tutorial that walks you through how to export enrollment information and create a pivot table that should resemble your Enrollment Summary information.  Also, there are workshops offered on how to use DDE and Excel, so be sure to click on the Workshops tab if you're interested in a more hands-on approach to learning.   Otherwise, click on one of the following links for examples of using DDE and Excel to create various pivot tables to analyze:

Analyzing Course Attendance
Analyzing Student Attendance
Course Enrollments by Gender
Student and Teacher Schedules
Logins by Admins and Teachers
Logins by Guardians and Students
Teacher's Grades by Course and Gender
Teacher's Grades by Course, Grade Level, and Gender

Adapted from - http://www.sisresources.com/ps/excel/default.html

About Pivot Table Layouts….

For each (PAGE), show the (DATA) for each (ROW), broken down by (COLUMN).

For each TEACHER, show the number of GRADES for each COURSE, PERIOD, and GRADE, broken down by GRADE LEVEL and GENDER.

Setting up a layout of:

Will result in a pivot table like this:

Using this example, you can see that for the teacher Jane Doe, in 3rd period, there were 13 total students.  Using the pivot table data, you can see that there were 5 D’s total.  One from an 11th grade female, one from an 11th grade male, one from a 12th grade female, and two from 12th grade males.

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Elementary Special Education Sections

In powerschool, enrolling students into special ed sections is a little tricky.  Sometimes the student has the special ed teacher for all subjects, sometimes he/she may have the special ed teacher for most subjects, but a regular ed teacher for one or more others.  This year, powerschool is set up for special ed sections to automatically enroll students into all of the special ed teachers’ sections when you enroll a student in their AM section.  In other words, in the schedule below, if you enrolled a student in the special ed teacher’s AM section, that student will automatically be put into all of the other sections for that teacher. 

As mentioned above, sometimes a student may have a different teacher for one or more of these subjects.  If this is the case, after you enroll a student in a special ed teacher’s AM section, simply drop the student from any special ed subject/section and enroll in the appropriate section of another teacher.  In the example above, we would drop Johnny out of the special ed math section, then enroll him into a regular ed math section with another teacher.  So the process is basically:

1. Enroll student into special ed teacher’s AM section.
2. Drop any subject/section that needs to be dropped.
3. Enroll in other teacher’s section for that subject.

Specials & Dependencies….

PE, Art, Media, Vocal Music

The chart above shows all of the special ed teachers for the current year.  They are color coded.  The teachers in yellow have students in only one grade.  If you enroll a student in the AM sections of those teachers in yellow, that student WILL automatically be put into each of the 4 specials sections (PE, Art, Media, Vocal Music).  This is because all of the students in those sections are the same grade.  If you enroll a student in the AM sections of those teachers in green, that student WILL NOT automatically be put into the specials sections.  Why?  Because not every student in those sections are the same grade level.  We can only automate this process if all of the students in a section are in the same grade, and those sections with teachers in green have kids in different grade levels.  So, for those teachers in green, after you enroll a student in their AM section, you’ll need to take the time to put them in each of the specials sections as well (PE, Art, Media, Vocal Music).

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Fees

To work with student fees, select the student, then click Fee Transactions

Entering a New Fee
1. Use the Create New Fee pop up menu and select the fee type.
2. Enter transaction date (auto-populated), description, amount of fee, amount paid, payment method, and check number (if payment is by check).
3. Click Submit.

Paying For An Existing Fee
1. Click Payment for a specific fee.
2. Enter transaction date, type, description, amount paid, payment method, and check number (if payment is by check).
3. Click Submit.

Paying for Multiple Fees At Once
1. Click Distribute.
2. Enter transaction date, description, amount paid, payment method, and check number (if payment is by check).
3. Click Submit.

Printing a Receipt/Invoice
1. Click (I) to print an individual receipt, or (F) to print a family receipt (for students in current selection).
2. Click Report Queue
3. Click on View when job is completed, then print.
**You may wish to select 2 or 4 pages per sheet when printing to fit on one page for family receipts.

Deleting a Fee
1. Click on the Date of the fee that you want to delete.
2. Click delete.
3. Click Fee Transactions in the left panel.
4. Click Recalculate Fee Balances
5. Click Submit.

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Full Academic Year Status

Below is a flow chart to help you fill in the data in the Full Academic Year Status field on the State Information page in Powerschool.  For students who have been in your building the entire year dating back to last November 1^st (11/1), mark them as Full Academic Year in both district and building.  For new students in your building this year (within district or from another district) refer to the flow chart below.

B0030 - Full Academic Year Status
Full Academic Year in both district and building Not Full Academic Year in building or district Full Academic Year in district but not building  

(IA_FullAcademicYearStatus)

Blank = Both district and building

0 = Not full academic year in building or district

1 = Full Academic year in district but not building

                                        New Students To Your Building This Year

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Hard Copy Family Mailing Preference.

Some families with e-mail may prefer to receive documents such as newsletters or other documents through their e-mail. Still others with e-mail access may prefer to receive such documents as a hard copy sent through US mail. And of course some parents require a hard copy of these documents as they have no e-mail access. It is easy to keep track of these three groups and send documents accordingly. If your building would like to use this option, the first thing that needs to be kept up as time goes on is which of the three categories above each family fits in. To identify which category, select your group of students on the start page, then choose Mass Update E-Mail Addresses in the pop up menu below the listing of students. On this screen:
1. For student/families with no email address, leave the "Prefer Hard Copy" box UN-checked.
2. For families who have an email address, but would prefer the document to be sent as a hard copy in the mail, place a check mark in the "Prefer Hard Copy" check box.
3. For families who have email and would like to receive documents as an email attachment, leave the check box un-checked.
4. Click Submit when you are done on this screen.

Now when you are ready to send out a mailing, you'll need to determine which of the 3 categories your student/family fits in. Doing that is simple. On the start page, find these 3 searches:
Newsletters - Parents w/ E-Mail Prefer E-Mail Copy Run Search
Newsletters - Parents w/ E-Mail Prefer Hard Copy Run Search
Newsletters - Parents w/o E-Mail Require Hard Copy Run Search
Click Run Search next to the appropriate group and proceed with mailings as identified in the search title.

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Mass Print A Powerschool Student Screen

There may be times when you need to print a copy of a particular screen for a group of students. One example would be printing the Registration Screen for students to be mailed out for registration purposes. The steps below describe that process and also include how to handle double sided printing and multiple page per sheet printing, both which save paper.

1. Select your students.
2. Choose Mass Print A Student Screen from the functions pop up menu.
3. Choose the appropriate screen to print (in this case Registration Screen), then click Submit.
4. Select the frame with the student's names (on the left) by clicking once on the white background of the frame.
5. Choose File --> Print from the Internet Explorer menu options.
6. Click the Options tab.
7. Choose the Print All Linked Documents checkbox. If you are unable to select it, click "As laid out on screen", then re-select "Only the selected frame" at which point you should be able to select Print All Linked Documents.
8. Click on the general tab then click the Preferences button.
9. Click the Layout tab and then click in the Combination checkbox and choose 2 in 1.
10. For Print Type choose 2 sided, then click OK, then click the Print button.

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Non-Traditional Students

Home Schooled Completely
*These students are INACTIVE in powerschool.

These students should be transferred out with an exit code of Transferred, and Home Schooled in the exit comments.

Home School Dual Enrolled
*These students are ACTIVE in powerschool.

This is when a student is no longer attending public school full time.  He or she home schools but may attend one or more classes in the district. To be home schooled, parents must complete a Form A.  Parents who wish for their child to attend public school for academic or extra-curricular activities (chorus, track, etc.) is seeking dual enrollment.  This dual enrollment must be okayed through Hal. ENTRY CODE MUST BE 6 (see below).

Program                                                                                   Enrollment Code

RGRS              Regular Ed Resident Student                             6 CPI Dual-Enrolled

SPRS               Special Ed Resident Student                             6 CIP Dual-Enrolled

Non-Public Student attending Public School
*These students are ACTIVE in powerschool.

An example of this would be a student from Newman coming to your building for math and English only. Entry code should be 8 (see below).

Program                                                                                   Enrollment Code

RGRS              Regular Ed Resident Student                             8 Nonpublic Shared Time

SPRS               Special Ed Resident Student                             8 Nonpublic Shared Time

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No Shows

Students may be active in powerschool at the beginning of the year but for various reasons may not end up coming to school. Those students need to be made inactive in powerschool. This needs to be done correctly, and there is one factor that is important - if the student is new to the district. Keep in mind that not all Kindergartners are new to the district. They may have been enrolled in pre-school previously at Washington or Madison. If you're not sure if the student is new to the district or not, simply select the student and click on Transfer Info. If he/she has a previous enrollment record, then that student is not new to the district. If there are no previous enrollments, then of course the student is new to the district. Follow the directions below for students either NEW TO THE DISTRICT, or HAVE BEEN IN DISTRICT PREVIOUSLY.

NEW TO THE DISTRICT
Some times, especially at the beginning of the year, a student that is NEW TO THE DISTRICT (kindergarten, or any other grade) gets enrolled into powerschool but never shows up.  These are what we call No Shows.  How do you properly “drop” the student?  Let’s say a student has an entry date of 8/20/08, but on 8/18/08, you find out that the student will not be coming to your school.  Here is what you do.

1. Click on the student, then click on his/her Transfer Info screen.
2. Click on the date of the student’s current enrollment.
3. Change the entry date to the date to 2 DAYS before the start of the first day of school.  In the example above, the entry date should be changed from 8/20 to 8/18.
4. Click Submit.
5. Click Functions.
6. Click Transfer out of School.
7. For the transfer comment, type in no show, for the date of transfer, make sure the date of transfer is ONE DAY AFTER entry date.  Using the example above, enter 8/19/08 for exit date.  So this student will have an entry date 8/18/2008 and exit date of 8/19/08. This way it will show that the student was at no time present in our school during the school year.
8. For Exit code, choose the No Show option (option 13).

IMPORTANT
We want to avoid this:

This student was a no show.   The exit date is actually BEFORE the entry date.  This is what we want to avoid.  The exit date MUST be one day after the entry date. Entry and exit dates would need to be altered as discussed above.

HAVE BEEN IN DISTRICT PREVIOUSLY
If the student has been in our school district in the past and is now active in your building in Powerschool, but you've discovered he/she will not be coming to school in the district this year, follow these steps:

1. Click on the student, then click on his/her Transfer Info screen.
2. Click on the date of the student’s current enrollment.
3. Change the entry date to the date to 2 DAYS before the start of the first day of school. 
4. Click Submit.
5. Click Functions.
6. Click Transfer out of School.
7. Transfer comment - type in where the student is moving to, Date of Transfer should be ONE DAY AFTER the entry date, Exit Code should simply be Transferred.

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Powerschool Shortcuts

Do you go to particular screen quite often in powerschool? Ever wish you could reduce the number of clicks to get there? You can if you use your favorites and view them on the side panel of your browser. You could go from the absentee report to the lunch count to student search, each in ONE click! If you look at the image below, the favorites panel is visible on the left. In this case there is a Powerschool Shortcuts folder folder that has been created in favorites, and within it are links to several screens that a user could get to, and all that would need to be done is to click on that link (one click!). First click HERE to watch a 50 second video clip to see how slick it works. Then see the directions below to set up your browser to work in this fashion.

In this example, we will make a link to a common screen in powerschool, the Absentee Report. Follow these steps to make a link to this screen (or any other screen you wish)!
First, create a Powerschool Shortcuts folder:
Open Internet Explorer > from Favorites menu, choose Organize Favorites > Click Create Folder, name it Powerschool Shorcuts, close window >
Second, log in to Powerschool and put the selected page in your Powerschool Shortcuts folder in Favorites:
Click on Absentee Report > from Favorites menu, choose Add to Favorites > name the favorite Absentee Report > click on your Powerschool Shortcuts folder to open it > click OK
Third, click on your Favorites icon towards the top of your browser and you should now see all of your favorites in a panel on the left side of your browser. Find your Powerschool Shortcuts folder and click on it once to open it. You should see your Absentee Report link. You can add as many favorites to your Powerschool Shortcuts folder as you want knowing that if you keep the favorites panel open on the left side, that you are always only ONE CLICK away to the screens you need to go to most.

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State Information Page

This is the State Information page in powerschool.  To find it, simply select a student, click on Custom Screens in the left panel, then click on State Information.  It contains some, but not all, fields that exist on the IA State/Province page (which is now divided up into 3 sub-pages).  Please make sure all fields on the State Information page are filled out by your building personnel.  All remaining fields on the IA State/Province page will be filled out by the administration office.  Also included under the fields below are the actual field names in powerschool and the data that is present in those fields.  For example, the field Migrant Indicator has the field name of IA_Migrant.  If you typed in a search on the start page of powerschool of IA_Migrant=Y powerschool would identify all students in your building marked Yes for that field.  If you were curious if any students have a blank for a particular field, you would type in a search of FIELD NAME=  .  For example, IA_Migrant=
would result in a list of all students who have nothing entered for the IA_Migrant field. 

**Also, there is a simple way to determine which students have missing data in the fields on the State Information page.  Simply select all students from the start page and run the report called Missing State Information Page Data.  This report will identify which fields are empty for each of the selected students.

Mass Filling Student Fields
It's very easy to mass fill fields for groups of students. You have to know two things for each field - the specific field name, and the exact value that needs to be entered for that field. For example, let's say you want to mass fill your graduation year field for your new kindergartners who will be graduating in 2021. Knowing the specific fiield name (graduation_year), and the value that needs to be entered (2021), you'll simply select your students from the start page (in this case select all kindergarten students), choose Student Field Value from the pop up menu below the students, for Fields to Change, type in graduation_year, for New Field Value, type in 2021, click Submit. On the next page you'll see what will result if you finish this procedure. Simply click submit at the bottom once again and your field will now be filled (in this example all K students will have 2021 for their graduation year). Use this procedure to save you time when you know large groups of students need to have the same value entered for various fields. Again, the steps are:
Select Students > Student Field Value > Enter Field To Change & New Field Value > Submit > Submit

This should give you an idea of what fields are on the State Information page:

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Transferring Students from Building to Building

Protocol is different depending on the grade level the student is in.  See below…

HIGH SCHOOL

The alternative school does not use powergrade.  The high school does.  When a student moves between buildings, the student’s current grades are those that are seen in the student’s current classes.

ELEMENTARY

Overall course grades are not used, stored, or seen on any report cards.  Overall standards performance is the data that matters at the elementary level.  When students move from building to building, if a student had some scores for certain standards, those scores will be on the server and will stay on the server even when the student goes to a new building and gets a new teacher.  When the new teacher begins to enter scores for the same standards, the overall score for the standard is a combination of scores between new teacher and old.  Because of this, the new teacher does NOT need to re-enter the scores that were present for the previous teacher.

MIDDLE SCHOOLS

When transferring a student from one building to another, unfortunately, the student’s grades do not get transferred from the previous teacher’s powergrade into the new teacher’s powergrade.  In the past, a hard copy of the student’s grades needed to be printed out by the old teacher and given to the new.  Now it is possible for the new building secretary (or teacher) to access those scores by logging into powerschool.  In other words a hard copy does not need to be generated by the previous teacher, rather the new building secretary should access those scores in powerschool, forward them to the new teachers, who will THEN RE-ENTER THEM IN THEIR POWERGRADE.  The main thing that needs to be done before the student is transferred is that ALL of the student’s teachers need to enter all of the student’s grades.  Here is the order of business for this process.

1. Original teachers, including specials teachers, need to make sure they have all of the student’s scores entered in their powergrade (this must be done before the student is transferred).
2. The building secretary needs to make sure all of the teachers have done step 1, then the student can be transferred out/transferred to another school.
3. The building secretary at the new school should re-enter the student and set up his/her schedule.

New building secretary of the student can now access his/her grades from the previous school by doing these steps:  Log into powerschool > navigate to a student > choose Quick Lookup > scroll down to bottom of screen and click on Show Dropped Classes Also

4.  To view the assignments that were entered for the student at the previous building, click on a percentage for a particular class.

5. You can now see all of the assignments that were entered for the student.  These scores need to be re-entered into the new teachers’ powergrade.  The easiest way to get these scores to the new teacher is to highlight all of the scores on the screen and paste them into an e-mail to the appropriate teacher.  You’ll have to do this for all subject areas including specials to make sure they get all scores.

*ALSO…. 

6. The new teachers need to re-enter the student’s grades into their powergrade.

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Tuitioned Out Students

Tuitioned out students are NOT active in powerschool, rather they are transferred out.   They are transferred out with an Exit Code of either 3 (Tuitioned out district paid) or 11 (tuitioned out parent paid).

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Activity Report

This report allows you to create lists of activity participants simply by choosing the activity from a drop-down menu. The menu is based on the activities set up for the school in the system. The report lists the activity, student names, and grade levels by default, but can show gpa's, flag low gpa's with the color red, hyperlink the student name to the student's screens, or include a group function link.

To run this, and any other report engine report, click:
Reports > Reporting Engine > Click on Report Name > Choose report paramenters and submit

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Activity Participants Grades

Allows you to choose an activity or sport and view the current grades for students in that activity or sport. This report makes it easy to spot D's and F's

To run this, and any other report engine report, click:
Reports > Reporting Engine > Click on Report Name > Choose report paramenters and submit

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Alerts

This report will list those students with alerts based on your alert choice (such as medical alert or discipline alert). You can narrow down the list by grade or activity. The number to the left of student's name on the report is a link to the page to edit the student's alert. At the bottom of the report is a link to the Group Functions page with the students in the list the current selection.

To run this, and any other report engine report, click:
Reports > Reporting Engine > Click on Report Name > Choose report paramenters and submit

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Family Management

Enroll Sibling & Copy Sibling's Data
*A tremendous time saver! Allows you to enter a new student and copy several key data fields such as address, phone number, and many others.
*GO TO: Special Functions > Enroll New Student > fill out student information > at the bottom of the screen, in the Information For Family Match section, choose a parameter to find siblings (last name is the default setting > click Submit > make sure the new student is not a duplicate, then click the Enroll button > select the check boxes for "Copy" and "Related To" for any and all siblings, then click Submit
*ALTERNATIVELY, if the sibling is in your building, you can first click on the sibling, then click Functions, then choose Enroll New Student Living In Same Household (make sure Link and Copy Information from Student is selected before clicking Submit)

Identify Sibling Links
*Allows you to view family members when you click on a student, as well as enabling you to view the List of Families report.
*GO TO: Click on a student > click Search For Additional Family Members > If you know the sibling has the same last name, simply click Submit. If the sibling has a different last name, enter identifying data in one of the fields, then click Submit > Click in the Related check box, and click Submit

How to Remove a Student Record from Family Match
*Allows you to view family members when you click on a student, as well as enabling you to view the List of Families report.
*GO TO: Click on a student > click Family > Click in the Remove From Family check box, click Submit.

Edit Student Shared Data
*When changing demographics data of a student, you can tell powerschool to update it for all siblings.
*GO TO: Click on a student > click Demographics Modify > Change the appropriate information, click Submit > Put check marks in the Update boxes of any sibling, then click Submit.
*Alternatively, if you do not wish the data to be changed for one or more sibling, remove the check marks in the Update boxes before clicking submit.

Click HERE to view the complete Family Management Guide

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List of Families

List of Families - School Only
This report generates a listing of all the students in the school grouped by home phone numbers. Within the group, the students are listed alphabetically.

List of Families
This report generates a listing of all the students in the district grouped by home phone numbers. Within the group, the students are listed alphabetically.

To run these, and any other report engine reports, click:
Reports > Reporting Engine > Click on Report Name > Choose report paramenters and submit

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Quick Report Link

The Quick Report link is a link that runs a common report chosen by the school, for a particular student. If you click on a student's name, you'll find the Quick Report link directly under the Quick Lookup link. Simply click it to run the report on that student. It saves several mouse clicks. If you do not see a Quick Report link as an option for your school, contact Doug Abbas and he will set one up for you.

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Drop Down Menus

When an admin chooses a field, it will insert the field along with an equals sign. An admin could then type in the criteria or change the equals sign to something else. If an admin clicks on another field in the drop-down menu, a semi-colon is added, followed by the new field and an equals sign. The Clear Search Box link refreshes the page and erases what was in the search box.

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Low Current Grades Report

Select a group of students, choose Low Grades Report from group functions. Then choose the grade (F, D, or both), the term, and the number of that type of grade. Powerschool will list the resulting students and the classes in which they have low grades.

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School / District Level Reports

To access these reports, go to:
Reports > School Level Reports (or District Level Reports if you are logged into the District Office)
You will see a variety of new reports that can be run for Attendance, Grades, Enrollment, Scheduling, and other miscellaneous reports. There are some excellent report options.

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One Stop Attendance

To access One Stop Attendance, simply click on the One Stop Attendance link in the left hand panel. Once you get to that screen, you can view chosen absences of students in your building and even change absence marks. Much faster than navigating from student to student. Parent names and phone numbers are also on the One Stop screen for easy access.

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Unexcused Absences - Attendance Letters (MCHS)

1. Log into the term in which you will be searching for unexcused absences.
2. Click Stored Searches from start page.
3. Find students with 2-3 or more Unexcused absences who have not received a letter by running either search (either search can take several minutes, plan ahead):
1. MCHS 2 Unexcused In A Class - No Letter Sent
2. MCHS 3 Unexcused In A Class - No Letter Sent
4. Click Print Reports and run either the 2nd Unexcused or 3rd Unexcused letter, depending on which search you ran.
5. While these students are still in the current selection, go immediately to the start page and click on Current Selection.  If there is only one student in the current selection, simply go to his/her Activities page and put a check mark in either the Attendance2Unexcused box or the Attendance3Unexcused box, depending on the search you did above.  If there are multiple students that resulted from the search, proceed with the next step.  If not, you are finished.
6. Choose Student Field Value in the pop up menu at the bottom of the screen.
7. For Field To Change, type in either Attendance2Unexcused or Attendance3Unexcused, again, depending on which search you ran earlier.  For New Field Value, type in a 1, then click Submit and again click Submit on the next screen.  Doing this puts a check mark in the box for either Attendance2Unexcused or Attendance3Unexcused for all students that resulted from the original search.  It identifies them as having been sent the appropriate letter and also omits them from future searches of the same kind.

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Student Search - Students taking class here from another building

1. From the start page, click Stored Searches.
2. Click RUN for the stored search named "Students taking class here from another building".
3. At this point you can do all functions such as attendance or printing reports.

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Various Student Search Commands

The following student search command examples can be used from the start page in PowerSchool.

Birthdays (today)
*birthday=today
Finds all students whose birthday is today, matching only month and day.

Birthdays (date)
*birthday=5/1
Find all students whose birthday is May 1

Birthdays (range)
*birthday>=5/1/99;*birthday<=5/31/99
Find all birthdays in May of 1999

Active students
*as_of=2/1/2006
All students in the school that were active as of 2/1/2006

Students not in a period
*not_enrolled_in_period=1
All students not enrolled in period 1

Students in a course
*enrolled_in=9500
Students in course number 9500

Students in a course and section
*enrolled_in=9500.5
Students in course 9500 section 5

Students not in a course
*not_enrolled_in=9500
Students not enrolled in course number 9500

Students who have completed a course
*has_completed_course=9500
Students who have at least one entry of course 9500 on the historical grades screen

Students who have not completed a course
*has_not_completed=9500
Students who do not have any entries of course 9500 on the historical grades screen

Students with X amount of credits
*cumulative_credit_hours<15
Students with less than 15 credit hours on their historical grades screen

Students with X amount of attendance points
*attendance_points>10
Students with more than 10 attendance points

Students with X amount of attendance points per quarter
*attendance_points(Q2)>5
Students with more than 5 attendance points in Q2

Students with X amount of attendance points by date
*attendance_points(1/1/2006,1/31/2006)>5
Students with more than 5 attendance points for January 2006

Students in a special program
*special_program=resource
Students in the Resource special program

Requested credit hours
*hours_requested<10
Students who have requested more than 10 credit hours

Secondary Students
*secondarystudents=all
A list of students in all grades who are taking classes in the current school, but not enrolled in the current school.
*secondarystudents=
A list of students in all grades who are taking classes in the current school, but not enrolled in the current school.
*secondarystudents=5
A list of students in grade 5 who are taking classes in the current school, but not enrolled in the current school.

All Students
*allstudents=all
A list of students in all grades who are taking classes in the current school, including those students enrolled in the current school.
*allstudents=
A list of students in all grades who are taking classes in the current school, including those students enrolled in the current school.
*allstudents=5
A list of students in grade 5 who are taking classes in the current school, including those students enrolled in the current school

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Student Stats Graphs

Provides two graphs. One compares a student's current grades to other students in the same class (section). The other compares the student's grades to all students enrolled in the same courses. To access the graphs:
Select a student > Click on Student Stats in the left panel (in the Academics grouping)

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Email All Teachers of a Student In a couple Clicks

Select a student > go to Quick Lookup screen > Click on Email These Teachers link below the Quick Lookup table. A new e-mail should open with recipients populated.

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Search For Current Number of Credits For Students (Current Term)

1. Log into the term you wish to see credit hours for.
2. On the start page, select your students.
3. Choose Export Using Template from the functions pop menu towards bottom of screen.
4. Choose Student Schedules for type of export.
5. For export template, choose Credit Hours Current Term. Select the students you chose from the start page then click Submit.
6. Save or Open (your choice).
7. When viewing the export in spreadsheet form, go up to the Data menu at the top and choose Subtotals.
8. Set up the subtotals options as follows. For "At Each Change In" choose Student. For "Use Function" choose Sum. For "Add Subtotal To", put a check in the box next to Credit Hours and make sure that is the only one checked. All other options can remain as they are, click OK.

9. You can now view each student's schedule with their total number of credit hours after each schedule in the credit hours column. To view only the students and total credit hours, simply click the "2" where the blue arrow above is pointing. At this point you can easily see the number of credit hours each student is taking. Clicking on the "3" again will take you back to their schedules.

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