CT 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 are used to 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, Configuration, Integration, and then click Export.
System administrators should routinely check that the Last Successful Export and Last Export Attempted Time Stamp dates are the same. If they are different, 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:
Navigate to Administration, Configuration, Config Tasks, and select or create a configuration task.
Navigate to Administration, then Configuration, then Integration.
From the More menu, select Continuous Integration Settings.
Click the pencil icon to edit the required integration instance.
Scroll down to the Notification Email Address and enter your email address. To send notifications to multiple recipients, enter email addresses separated with a comma (,).
Click Accept.
Scroll to the bottom, 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, including 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 Reporting
PowerSchool recommends districts run the upcoming state reports monthly to ensure data accuracy.
State Reporting Important Timelines & Links
State reporting typically has the following submission stages:
Collection Open
Collection Submission date
Correction Window
Final Submission
SEDAC State Documentation
Evaluation Timelines State Documentation
Special Populations on State Summative Assessments (Smarter Balanced Assessments/TIDE, NGSS Science Test)
Reporting Timelines | Generate in Live PowerSchool Special Programs | Create Snapshot Database | Run Reporting within Snapshot Database | Open Date | Submission Due Date (Timely) | Final Revision Date (Accurate) | Freeze Date |
|---|---|---|---|---|---|---|---|
SEDAC October 1 (10/1) | September 15 (9/15) | Approximately September 30 (9/30) if you wish | Not required | November 5 | December 5 | December 20 | January 31 |
Evaluation Timelines (EOY) | June 30 (6/30) | Approximate June 15 (6/15) if you wish | Not required | Always Open | June 30 | November 15 | December 15 |
Assessment Accommodations (TIDE) | May 15 (5/15) | Approximately April 1st (4/1) if you wish | Not required | Undetermined at this time | Not applicable | Not applicable | Not applicable |
Snapshotting Database for State Reporting
If you want to create a snapshot of your data on or just before October 1st and June 30th, please refer to the following instructions.
Only one copy of your database can exist as a snapshot.
Generating a snapshot report for Connecticut is not required. The program determines which student record to upload to the SEDAC Profile upon IEP finalization and what records are in effect on 10/1.
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 as well.
State Reports
SEDAC (Special Education Data Application and Collection)
All districts are required to run the SEDAC report located in Reporting, then State Reports.
PowerSchool SIS can run the SEDAC reports from PowerSchool SIS or from PowerSchool Special Programs.
Special Programs flows to S_CT_STU_SPED_X.
Report | Due | Description |
|---|---|---|
SEDAC | 10/1 | This report collects data regarding the provision of special education and related services for students ages 3 to 21 as of October 1 of the current school year. It includes only students active in Special Education. |
Evaluation Timelines
All districts are required to run the Evaluation Timeline report located in Reporting, then State Reports.
Report | Due | Description |
|---|---|---|
Evaluation Timelines | EOY | Includes any student that was referred for evaluation, with parental consent, for determination of eligibility for special education and related services. Two versions available:
Note: This report uses Administration, Calendar Settings, to determine when school is "In Session". Districts must update this calendar yearly based on their school calendar. |
- | - | Reporting, Public Student Reports listed below will display data to assist in reviewing data for accuracy. Note: These reports should be run monthly to clean up data for the end-of-year report and avoid last-minute stress.
|
Assessment Accommodations
All districts are required to run this report located in Reporting, then Smarter Balanced.
Report | Due | Description |
|---|---|---|
Tide Test Settings | EOY | This report is used to record designated supports/accommodations needed for students with an IEP, Section 504 Plan, or English Learners. Data must be submitted/uploaded to the Test Information and Distribution Engine (TIDE) Test Settings prior to testing. |
- | - | Information is recorded from a student's finalized IEP, then Test Accommodations Section, then Test Supports/Accommodations Form. |
State Mandated Special Education Forms
The Special Education forms in PowerSchool Special Programs should match the mandated state forms. PowerSchool typically releases state form changes within 6-8 weeks from receipt of changes. Additional forms such as 504, English Learner, Gifted, and Response to Instruction (RTI) are not state-mandated.
Special Education Forms
Overview
Profiles
Software menu path: Search for a Student, click the Profile icon on the top right, and then use the dialog on the Profiles tab to view the fields in each section.
The following profiles and fields are important for state reporting:
Demographics
Field | Description |
|---|---|
State ID | State-provided student ID number (SASID). |
Receives Letters | If selected, the names on forms and who can sign via DocuSign will be displayed. The field is integrated from the SIS. |
Attending School | Identifies the school the student currently attends. |
Special Ed Exit Date and Reason | Indicates when a student has exited special education and why. Flows from Prior Written Notice, Special Ed. Exit Date field. |
Eligibility
Field | Description |
|---|---|
Primary Disability | Flows from the Cover Page within IEP. |
Most Recent IEP Reason | Flows from the Cover Page within IEP. |
ED 621 Referral Date | Referral date from form ED621 - Referral to Determine Eligibility. |
Referral Delay Reason | Flows from the student's profile. or A Prior Written Notice section within a finalized IEP when the PWNEvaluationTimeline = True within Document Template, then IEP, then Properties, then Behavior Field, and the referral date to meeting date is greater than 45 calendar days. This option will also display "Reason 07 - Met State 45-school day timeline" by default. |
Most Recent Eligibility Meeting Date (PPT1) | Flows from a finalized Eligibility Form or from the meeting reason = Determine Eligibility in the Cover Page within IEP. |
ISP/IEP Meeting Date (PPT2) | Flow from the Annual Review Most Recent PPT meeting in the Cover Page within IEP. |
Early Intervention Participant (EIP) | Manually added in Profile. |
Consent Forms Signed | Flows from Notice of Consent to Conduct Initial Evaluation (ED625), then Document Delivery Date entered. |
Refusal of Consent | Flows from Notice of Consent to Conduct Initial Evaluation (ED625), then Document Delivery, then Parent Rejects, then uses the date entered. |
Private Pay at Referral | Manually added in Profile. |
Eligibility Status | Flows from Eligibility = Yes in Cover Page within IEP. |
Initial IEP Classification Date (age 3-5) | Manually added in Profile. |
Eligibility Determination date (Age 6-21) | Flows from IEP Meeting Date within a finalized IEP. |
Initial IEP Meeting Date (Age 3-5) | Manually added in Profile. |
Initial IEP Classification Consent Date (Age 6-21) | Flows from Consent for Initial Provision (of service) within ED626. |
Placement Category | Manually added in Profile. |
Most Recent Annual Review | Flows from Meeting Date. |
Most Recent Evaluation Date | Flows data from the Meeting reason = Review Referral within a finalized IEP. |
Annual Review Due Date | Flows data from finalized IEP when Meeting Date is less than 1 day. |
Next Reevaluation Due | Flows data from Meeting date within from an IEP. |
Implementation Date | Flows data from Prior Written Notice date from an IEP. |
SEDAC
Field | Description |
|---|---|
- |
|
SASID | Flows data from the Eligibility screen within a student's Profile. It can also be added directly to the IEP, as needed. |
Last Name | Flows data from the Demographics / Enrollment / Contact information - {Last name} within a student's Profile. |
Date of Birth | Flows data from the Demographics / Enrollment / Contact information - {BirthDate} within a student's Profile. |
Facility Code 1 | Flows data from the Student Enrollment Information - {AttendingSchool} in Demographics / Enrollment / Contact information within a student's Profile. |
Primary Disability | Flows data from the {PrimaryDisability} field in Eligibility within a student's Profile. |
Most Recent Evaluation Date | Flows data from the {ReEvalMostRecent} field in Eligibility Determination Dates within Eligibility in a student's Profile. |
Parent/Guardian Address 1 | Flows data from the {Parent1Street} field in Parent Contact Information within Contact information in Enrollment Student in Demographics in a student's Profile. |
Parent/Guardian Address 2 | Flows data from the Parent Contact Information page within Contact information in Enrollment Student in Demographics in a student's Profile. |
Parent/Guardian City | Flows data from the {Parent1City} field in Parent Contact Information within Contact information in Enrollment Student in Demographics in a student's Profile. |
Parent/Guardian State | Flows data from the {Parent1State} field in Parent Contact Information within Contact information in Enrollment Student in Demographics in a student's Profile. |
Parent/Guardian Zip | Flows data from the {Parent1Zip} field in Parent Contact Information within Contact information in Enrollment Student in Demographics in a student's Profile. |
Annual Review/PPT to develop the first IEP | Flows data from the {=ifnull(AnnualRevMostRecent, PPT2MeetingDate)} field in Eligibility Determination Dates within Eligibility in a student's Profile. |
IEP Start Date | Flows data from the {ImplementationDate} field in Eligibility Determination Dates within Eligibility in a student's Profile. |
Secondary Transition goals & Objectives in Place | Flows data from the {TransGoal[Employment]:T"Employment"} {TransGoal[IndependentLiving]:T"Independent Living} field in SEDAC Reporting in a student's Profile. |
Total School Hours per Week | Flows data from the {CalcTotalSchHoursWk} field in SEDAC Reporting in a student's Profile. |
Special Education Hours per Week | Flows data from the {SpEdHoursPerWeek} field in SEDAC Reporting in a student's Profile. |
Non-disabled Peer Hours per week | Flows data from the {NonDisabledPeers} field in SEDAC Reporting in a student's Profile. |
Extracurricular Activities | Flows data from the {PartNonCurrActYN} field in SEDAC Reporting in a student's Profile. |
Extended School Year Services Required? | Flows data from the {ESYNotReq:T"Not Required"} {ESY:T"Required: See service delivery grid above or an additional page 11 for services to be provided""} {ESYContinue:T"Required: Continue to implement current IEP."} field in SEDAC Reporting in a student's Profile. |
Ages 3-5 Placement/Setting | Flows data from the {TF_PlacementSetting} field in SEDAC Reporting in a student's Profile. |
Where does the Student Live | Flows data from the {StudentLives} field in SEDAC Reporting in a student's Profile. |
Case Manager | Flows data from the {CaseManager} field in SEDAC Reporting in a student's Profile. |
Grade | Flows data from the {Grade} field in SEDAC Reporting in a student's Profile. |
English Language Learner (ELL) | Flows data from the {=ifelse((NativeLanguage IS NOT EMPTY AND NativeLanguage NOT IN (English)) or HomeDominantLang not in (English),"Yes","No")} field in SEDAC Reporting in a student's Profile. |
Student Invited to attend the PPT | Flows data from the {StudentInvitedPPT} field in SEDAC Reporting in a student's Profile. |
Student Attended the PPT | Flows data from the {StudentAttendPPT} field in SEDAC Reporting in a student's Profile. |
Outside agencies invited to attend the PPT | Flows data from the {AgencyInvitedPPT:+"Yes, with written consent"} (If No, specify reason): {AgencyNoInviteReason} field in SEDAC Reporting in a student's Profile. |
Academic Program | Flows data from the {TransProgramCourse:T"course of study and transition activities"} {TransProgramGoals:T"transition goals and services only"} field in SEDAC Reporting in a student's Profile. |
Early Childhood Program Hour (not part of the IEP) | Flows data from the {ECNonIEPHours} field in SEDAC Reporting in a student's Profile. IEP, then Data Collection page, then Hours not part of IEP. |
Smarter Balance Accommodations
These values flow from a finalized IEP form.
The accommodations will be cleared and reposted when an IEP is finalized.
Field | Description |
|---|---|
Student Name | Demographics Profile. |
Accommodation | Data from the IEP, Accommodations section OR manually selected dropdown with current accommodation list. |
Math | A checkbox indicating if the accommodation above is for this subject. |
English | A checkbox indicating if the accommodation above is for this subject. |
Science | A checkbox indicating if the accommodation above is for this subject. |
Value | If required for selected accommodation (i.e. EBAE Contracted + Nemeth Math). |
Student Contacts
Field | Description |
|---|---|
eSchoolPlus | Integrates eSP contacts via eSchoolPLUS-StudentContacts Import (model). |
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. |
Parent/Guardian information flows from the Demographic table to forms and reports.
Global Settings
Software menu path: Administration, then Configuration, then Profile Types, then Globals
Settings to configure the IEP form as well as defining school year and submission dates for state reports.
Navigate to Profile Types, then (GLOBALS), then Main menu, then Configurable Options section
IEP Progress: Progress Monitoring (Graph) or Progress Reporting (Text)
Letterhead: Your District or Student's Attending Building
Separate Letters: Yes/No
Navigate to Profile Types, then (GLOBALS), then School/Calendar menu
The dates specified in this area determine the data generated for state reporting.
Days in School Year (e.g., 180)
First day of school (e.g., 7/1/19)
Last Day of School (e.g., 6/30/2021)
IEP Upcoming Cut Off: After this date, through the last day of school, the Location will calculate next year's information.
Accommodations Cutoff: Enables districts to enter a start/end date of the time period you wish to look for accommodations for state reports.
Accommodations End Cutoff: See above.
Navigate to Profile Types, then (GLOBALS), then Connecticut Model Options
Various options pertaining to the model.
District Options
School Maxiumum Minutes per Week (e.g., 1800)
School Maximum Hours per Day: (e.g., 6.5)
Override Service Capture Written Consent Requirement
Enables staff to enter Service Records without consent on file.
Progress Reporting Template
Provides the ability to have two different Progress Reporting periods with different dates and a number of periods. (e.g., Elementary & Secondary)
Also provides the option to use a specific date or just a month indication.