AB Compliance at a Glance
PowerSchool Special Programs Best Practices
Integration with Student Information Systems (SIS)
Import Layouts
Software menu path: Administration, then Configuration, then Integration, then Import Layouts
Use Import Layouts to import data from the PowerSchool SIS into PowerSchool Special Programs.
System administrators should routinely check the Last Imported date and ensure no errors are found.
Select Continuous Integration Settings from the More menu to check if a layout is enabled.
Writeback Export Reports
Software menu path: Reporting, then Standard Reports, then PowerSchool Export or eSPExport
Writeback Export Reports via the Reporting menu send data to the SIS (PowerSchool SIS) from PowerSchool Special Programs.
These reports collect the specific special education, which is then uploaded to the SIS.
The administrator must enable each report in the application to export the data.
To see which reports are enabled, go to Administration, then Configuration, then Integration, then Export.
System administrators should routinely check the Last Successful Export and Last Export Attempted Time Stamp dates are the same. If the dates differ, the export has failed, and the administrator must review the error log to correct the applicable data.
For more information regarding what student data exports to PowerSchool SIS, see PowerSchool SIS Integration.
PowerSchool recommends system administrators routinely review the enabled export reports and import layouts for any errors. Special Programs can send an email to administrators with a compilation of all integration errors. To set this up:
Go to Administration, then Configuration, then Config Tasks, and choose or create a configuration task.
Go to Administration, then Configuration, then Integration.
From the More... menu, choose Continuous Integration Settings.
Click the pencil icon to edit the required integration instance.
Enter the Notification Email Address. To send notifications to multiple recipients, enter email addresses separated with a comma (,).
Click Accept.
Enter your password, and click OK.
If integration failures persist and are not followed by successful integration runs, contact the PowerSchool support team or log a support ticket.
End of School Year
The system administrator performs the end-of-school-year rollover process and includes school-year document folders, calendar settings, and progress reporting marking periods.
See End of Year Rollover for more information.
New to PowerSchool Special Programs
When the special education data migration to PowerSchool Special Programs is complete, PowerSchool recommends generating all required state reports.
Run all reports regardless of when the reports are due to the State.
Compare the reports to those from your previous special education system to ensure data is appropriately migrated.
Proper data migration ensures reports from both systems match. It is best practice to run the reports as soon as possible during your implementation.
State/Province Reporting
There are no reporting requirements to the Province from PowerSchool Special Programs.
Snapshotting Database for State/Province Reporting (if needed)
The PowerSchool Special Programs application does not historically track some special education state-reportable data, such as disabilities. The administrator of PowerSchool Special Programs must make a snapshot (a copy) of the live database on or just before the 12/1 and end-of-year reporting submissions.
Only one copy of your database can exist as a snapshot.
See Creating/Managing the Reporting Snapshot Database for more information.
After the snapshot is created and corrections for the reporting period need to be made, make all necessary changes in the snapshot database.
The system will prompt the user if the changes need to be pushed to the live database.
State/Province Mandated Special Education Forms
The Special Education and Gifted forms in PowerSchool Special Programs will match the mandated State forms. PowerSchool typically releases Province form changes within six to eight weeks from receipt of changes.
Special Education Forms:
Student Support Plans: http://www.learnalberta.ca/content/ieptLibrary/lib07.html
Success in School Plan: https://www.alberta.ca/success-in-school-for-children-and-youth-in-care.aspx?utm_source=redirector
Gifted and talented: https://www.alberta.ca/diverse-learning-needs.aspx?utm_source=redirector#toc-4
Profiles
Software menu path: Search for a Student, click their Profile icon, and then use the dialog menu on the Profiles tab to view the fields in each section.
The following profiles and fields are essential for State reporting:
Student Information
Field | Description |
|---|---|
Preferred Name Use Preferred Name Only | You can specify preferred names within the IPP and Behavior Assessment and Intervention Plan. If Use Preferred Name Only is selected, the Student's Name field will appear blank, and the Preferred Name field will be populated. If a Preferred name is indicated in the profile and this checkbox is not selected, both names will appear on the forms. PowerSchool - Student Import (model) and Change Notification pushes data to this field. |
Alberta Student Number | State-provided student ID number. |
Refugee Status | PowerSchool - Student Import (model) and Change Notification pushes data to this field. PS SIS, S_AB_Stu_X.GrantsProgram 1-3 when code = 640. |
Enrollment District Enrollment Start Date | PowerSchool - Student Import (model) and Change Notification push data to this field. Indicates the student's start date in the district and not the initial start date in special education. |
District Enrollment End Date | The student's end date in the district. |
Special Education Enrollment Start Date | The student's start date in special education. |
Special Education End Date | The student's end date in special education. |
Special Education Status | - |
Special Education Exit Reason | Indicates the student's exit reason from special education. Keyword Table: SpEdExitReason |
School Year | - |
Primary School | PowerSchool - Student Import (model) and Change Notification push data to this field. |
Additional School Building | Indicates data flows from an IPP of the Additional School building on IPP finalization. |
Identification, Placement & Program Information IPP Indicator | Indicates when an IPP form has been finalized. |
Parent Consent for Support Services | Indicates data flow from Request/Consent for Student Support Services form on finalization |
Initial IPP Date | Indicates data flows from a finalized IPP form, Initial IPP Date field. |
Last IPP Date | Indicates the last finalized IPP form, Last IPP Date field. |
Informed Consent Date | Indicates data flows from a finalized Informed Consent form, Parent consent date. |
ISP: A, or B, or C | Indicates when an ISP form has been finalized and indicates the proper version A, B, or C |
Initial ISP Date | Indicates data flows from a current finalized ISP form (A, B, or C), Initial ISP Date field. |
Most Recent ISP Date | Indicates data flows from a finalized ISP A, B, or C form, Strengths, Interests, Preferences, Strategies, and IPP Date. |
ISP Annual Review Date | Calculated field from the Annual Review Date.
|
ISP Date Annual Review Waived | Indicates data flows from a finalized Confirmation of Continued Identification and Placement form, Continued Committee Identification, and Placement section. |
Student Success Plan | Indicates when a Student Success Plan form is finalized. |
Safety Plan | Indicates when a Safety Plan form is finalized. |
Medical Plan | Indicates when a Medical Plan form is finalized. |
Behaviour Intervention Plan | Indicates when a Behaviour Intervention Plan form is finalized. |
Classroom Accommodations Required | Indicates when Classroom Accommodations appear on a finalized form. |
Family Oriented Programming (FOP) | Indicates when a Family Oriented Programming section in the IPP form is finalized. The Province program was discontinued in 2020, and removed from future IPP forms. |
Assistance Technology Required | Indicates when Assistive Technology accommodations are specified in a finalized form. |
SETT Required | Indicates when SETT is specified in a finalized form. |
Augmentative and Alternative Communication (AAC) | Indicates when Augmentative and Alternative Communication accommodations are specified in a finalized form. |
Intensive Behaviour Support Plan | Indicates when a Behavior Intervention Plan form is finalized. |
Current ID and Placement Primary Exceptionality | PowerSchool - Student Import (model) and Change Notification brings down data to this field. Keyword Table: Exceptionality |
Placement | Data flows from the ISP-A, B, C, IPP Cover Page. Keyword Table: Placement |
Placement Location | Indicates data flows from a finalized Statement of Decision form. Keyword Table: PlacementLocation |
IPR School | Indicates data flows from a finalized Statement of Decision form, Data Capture section. |
IPP Placement Date | Indicates data flows from a finalized ISP-A, B, or C form, Strengths, Interests, Preferences, Strategies, and Effective Date. |
Primary Exceptionality Start Date | Indicates data flows from a finalized Statement of Decision form, Data Capture section. |
Placement Start Date | Indicates data flows from a finalized Statement of Decision form. |
Program Start Date | Indicates data flows from a finalized Statement of Decision form. |
Program | Indicates data flows from a finalized ISP - A, B, C, or IPP form. |
Parent Guardian Information
Field | Description |
|---|---|
Multiple Fields | Data flows from PowerSchool - StudentContact Import (model) push data to this field. This field contains information such as Relationship to the student, name, address, email addresses, custody, and physical custody, who can pick up the child, and emergency contacts. |
Receives Letters | This field determines what parents/contacts are to display on the student forms. If selected, it will display the names on the forms and who can sign via DocuSign. The field will integrate from the SIS. |
Student Contacts
Field | Description |
|---|---|
PowerSchool SIS | Integrates PowerSchool SIS unlimited contacts data via PowerSchool – StudentContact Import (model). |
Daily script labeled Copy_Student_Contacts_Into_Students | Takes the top four contacts from the Student Contacts profile and updates the four contacts in the Demographic table. |
All forms and reports referencing parent/guardian information fetch data from the Demographic table.
Global Settings
Software menu path: Administration, then Configuration, then Profile Types, then Globals
Settings to configure the Board Information, Logos:
Profile Types, then (GLOBALS), then the Main menu
Board Information & Logo Image
Calendar Information: The dates specified in this area determine the data generated for reports such as the first and last day of school and session for reporting, the IEP report start and end year to identify the school year (for example, 2020 - 2021)
Configuration Options: This section displays images on various forms set up during implementation.
Profile Types, then (GLOBALS), then Alberta Model Options
Include Accommodations on the ISP: This option will include the accommodations grid on the ISP forms. The State version does not have these accommodations.
Goal Wizard Enabled: This option enables writing student goals within the "Level of Performance" area. These goals include the start date, completion date, modified date, and sentence structure text box with dropdown lists to help staff create a structured statement for the goal.
Automatically create a revision on finalization: This option will automatically generate a revision of an IPP ISP form when finalized unless the checkbox on the progress reporting page indicates this is a final IEP. This enables the ability to maintain multiple copies of the form for comparison, as needed.