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 refer to reports that 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, refer to 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. Go to Administration, then Configuration, then Config Tasks, and choose or create a configuration task.

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

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

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

5. Enter the Notification Email Address. To send notifications to multiple recipients, enter email addresses separated with a comma (,).

6. Click Accept.

7. 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 settings such as school-year document folders, calendar settings, and progress reporting marking periods.

1. Within Special Programs, navigate to Administration, then Configuration, then Profiles, and then Globals.

2. Update all calendar options as applicable. These calendar dates are used to generate the SIMS state reports.

3. Click on Administration, then Configuration, then Settings.

4. Update the Current School Year, Next Scheduled EOY Rollover Date, Marking Periods, Data Storage Range, and Allowable Years for New Documents.

Refer to End of Year Rollover for more information.

New to PowerSchool Special Programs

When the special education data migration to PowerSchool Special Programs is completed, PowerSchool recommends generating all required state reports.

• Run all reports regardless of when the reports are due by the state.

• Compare the reports to those from your previous special education system to ensure data migrated properly.

• Proper data migration will ensure reports from both systems match. PowerSchool is committed to ensuring your state reporting submissions are accurate, so it is best practice to run the reports as soon as possible during your implementation.

Snapshotting database for federal reporting

The PowerSchool Special Programs application does not historically track some special education federal-reportable data, such as disabilities. The administrator of PowerSchool Special Programs must make a snapshot (a copy) of the live database on or before the 12/1 and end-of-year reporting submissions.

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

Refer to Creating/Managing the Reporting Snapshot Database for more information.

• After creating the snapshot and making corrections for the reporting period, update the snapshot database as necessary.

• The system will prompt the user if the changes need to be pushed to the live database.

Global settings

Software menu path: Administration, Configuration, Profile Types, then Globals.

Settings to configure the IEP form and define the school year and submission dates for state reports.

Navigate to Profile Types, Globals on the Main menu, select the Configurable Options section.

• Goal Wizard Enabled: Displays additional fields on the goal page of the IEP if Yes is selected.

• IEP Goal Subject Area: Displays a drop-down value on the IEP form if Yes is selected.

Navigate to Profile Types, Globals, School/Calendar menu.

• School Calendar: The dates specified in this area determine the data generated for state reporting.

• Model Configuration Options: Various model options are available.