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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.

  • System administrators should routinely check the Last Successful Export and Last Export Attempted Time Stamp dates are the same. If the dates 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:

  1. Navigate to Administration, then Configuration, then Config Tasks, and select or create a configuration task.

  2. Navigate to Administration, then Configuration, then Integration.

  3. From the More menu, select Continuous Integration Settings.

  4. Click the pencil icon to edit the required integration instance.

  5. 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 (,).

  6. Click Accept.

  7. 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 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 run from your previous special education system to ensure data 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 typically has stages of submission, “Collection Open”, “Collection Submission date”, “Correction Window”, and “Final Submission”.

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

-

-

-

Snapshotting Database for State Reporting

If you wish to create a snapshot of your data on or just before October 1 and June 30th, see the instructions below.

Only one copy of your database can exist as a snapshot.

It is not required to generate a snapshot report for Connecticut. 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 is used to collect 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. This 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:

  • NEW 45 School Days calculation

  • Original 60 Calendar Days calculation

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.

  • IEP Workflow - 45 School Days (Displays students by Caseload)

  • IEP Workflow - 45 School Days / Admin (Displays all students and all reasons)

  • IEP Workflow - 45 School Days / Annual Review (only by Caseload)

  • IEP Workflow - 45 School Days / Reevaluation (only by Caseload

  • IEP Workflow Compliance (60 Calendar Days)

  • IEP Workflow Compliance - Admin

  • IEP Workflow - Annual Review

  • IEP Workflow - Reevaluation

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 available such as 504, English Learner, Gifted, and Response to Instruction (RTI) are not state-mandated.

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, will display the names on forms as well as who can sign via DocuSign. 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

-

  • These values flow from a finalized IEP form.

  • The IEP Placement area can store up to two school years.

  • Can report the current school year’s Type and Amount of support/services as well as for next school year (e.g. Effective date on the IEP services page).

  • State reporting will be accurate for the 10/1 of that year.

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.

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

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.

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.


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