GA 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, Configuration, 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, 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 and Links
State reporting typically has stages of submission, “Collection Open,” “Collection Closes date,” “Correction Window,” and “Final submission.”
See the presentations listed on the state website under Special Education Dashboard Part 1 and 2.
Reporting Timelines | Generate in Live PowerSchool Special Programs | Create Snapshot Database | Run Reporting within Snapshot Database |
|---|---|---|---|
October 1 (10/1) | October 1 (10/1) | October 1 | From PowerSchool SIS. It is recommended to create a snapshot database for the final submission if you wish to keep a backup. |
End of Year (EOY) | June 30 (6/30) | Approximately June 30 (6/30) | From PowerSchool SIS. It is recommended to create a snapshot database for the final submission if you wish to keep a backup. |
FTE | October Count and March Count | NA | From the PowerSchool SIS. It is recommended to create a snapshot database for the final submission if you wish to keep a backup. |
Back-up Database for State Reporting
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 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 Reports
All districts are required to run the following reports. Data is uploaded to PowerSchool SIS from PowerSchool Special Programs.
Report | Due By | Description |
|---|---|---|
October 1 (10/1) | October 10 | Data is uploaded to PowerSchool SIS from PowerSchool Special Programs to report all active students as of 10/1. |
End of Year (EOY) | July 7 | Data is uploaded to PowerSchool SIS from PowerSchool Special Programs and reports all students as of 6/30, including students who have exited and their exit date and reason. |
FTE | October and March | Data is uploaded to PowerSchool SIS from PowerSchool Special program and reports FTE Calculations. |
Go to Reporting, then Standard Reports, then PowerSchool Export Reports.
PowerSchool GA Export (S_GA_STU_SpecEd_X)
Students must have a disability to be reported.
Field | Report | Description |
|---|---|---|
IntegrationIDT | NA | A computer number that enables a unique match for student data. (Internal Only). |
ExtYr | Eligibility | Collects data from the latest IEP (within the school year), then Individualized Education Plan (IEP), then Extended School Year (ESY) Section, then Question = Are extended school year services necessary = Yes. |
GAA Flag | Eligibility | Collects data from the latest IEP, then Assessment Determinations, then Question b: Is the student being reviewed for Georgia Alternate Assessment 2.0 (GAA) eligibility = Yes. |
SpedSvcMin | IEP Services | Collects the time in Special Education from the latest IEP, then Services Section. |
ALL_IEP | FTE Counts | Calculates whether the student has an active IEP. |
PAE | FTE | Calculates Primary Disability Full-Time Equivalent (FTE) Code. |
Environment | - | (ManualEnvironment.Code, LocEnvironment.Code), SelectCase (ServicePercentage >60:"3", ServicePercentage >20:"2":"1"). |
PowerSchool GA Export (S_GA_STU_SpecEdHrs_X)
Field | Report | Description |
|---|---|---|
IntegrationIDT | NA | A computer number that enables a unique match for student data. (Internal Use only) |
HPWP | FTE | Hours Per Week Code by student disability: MID |
HPWQ | NA | Hours Per Week Code MOID |
HPWR | NA | Hours Per Week Code SID |
HPWS | NA | Hours Per Week Code PID |
HPWT | NA | Hours Per Week Code EBD |
HPWU | NA | Hours Per Week Code SLD |
HPWV | NA | Hours Per Week Code OI |
HPWW | NA | Hours Per Week Code HH |
HPWX | NA | Hours Per Week Code D |
HPWY | NA | Hours Per Week Code OHI |
HPWZ | NA | Hours Per Week Code VI |
HPW1 | NA | Hours Per Week Code B |
HPW2 | NA | Hours Per Week Code DB |
HPW3 | NA | Hours Per Week Code SI |
HPW4 | NA | Hours Per Week Code AUT |
HPW5 | NA | Hours Per Week Code SI |
HPW6 | NA | Hours Per Week Code AU |
HPW7 | NA | Hours Per Week Code TBI |
HPW8 | NA | Hours Per Week Code SDD |
RelHoursA | NA | Related Hours Code A |
RelHoursB | NA | Related Hours Code B |
RelHoursC | NA | Related Hours Code C |
RelHoursD | NA | Related Hours Code D |
RelHoursE | NA | Related Hours Code E |
RelHoursF | NA | Related Hours Code F |
RelHoursG | NA | Related Hours Code G |
RelHoursH | NA | Related Hours Code H |
RelHoursI | NA | Related Hours Code I |
RelHoursJ | NA | Related Hours Code J |
RelHoursK | NA | Special Transportation = 5 |
RelHoursL | NA | If related Hours Code L is Null |
PowerSchool GA Export (S_GA_STU_SpecEd_C)
Students must have a disability to be reported.
Field | Report | Description |
|---|---|---|
IntegrationIDT | NA | A computer number that enables a unique match for student data. (Internal Use only) |
ExtYr | Events | Collects data from the latest IEP (within the school year), then IEP, then ESY Section, then Question = Are extended school year services necessary = Yes |
StudentsDCID | Events | Collects data from the latest IEP, then Assessment Determinations, then Question b: Is the student being reviewed for Georgia Alternate Assessment 2.0 (GAA) eligibility = Yes. |
PowerSchoolID | NA | Collects the amount of time in Special Education from the latest IEP, then Services Section |
EventCode | Events | Collects the following student event codes:
|
EventDate | Events | Collects the dates of the events as listed in EventCode |
StudentPresent | NA | if (EventCode in (05, 07), if else(StudentPresent, Y, N)) |
ParentPresent | NA | if (EventCode in (05, 07), if else(StudentPresent, Y, N)) |
SchoolID | Events | Collects School Location ID. |
State-mandated Special Education and Gifted Forms
The Special Education and Gifted forms in PowerSchool Special Programs should match the State-mandated forms. PowerSchool typically releases State form changes within 6-8 weeks from receipt of changes. Additional forms such as 504, English Learner, 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 |
|---|---|
GTID | State-provided student ID number. |
Home School | Identifies the school closest to the student's home. |
Servicing School | Identifies the school the student currently attends. |
Contact Information
Field | Description |
|---|---|
Receives Letters | If selected, this field will display the names of all the recipients who can sign via DocuSign on the form. The field is integrated from the SIS. |
Eligibility
Field | Description |
|---|---|
Special Education Information Eligible Status | Indicates if the student is Eligible or Not Eligible for Special Programs. |
Case Manager | Identifies student's case manager who comes from the Personnel assignment. |
Referral Date | Flows data from a finalized Referral to Consider Special Education Evaluation Form, then Referral Date field. |
Date of Consent for Evaluation | Flows data from a finalized Parental Consent for Evaluation Form, then Consent Date field. |
Date of Consent for Placement | Flows data from a finalized Parental Consent for Placement Form, then Consent Date field. |
Eligibility (Primary, Secondary, Tertiary) | Flows data from a finalized Special Education Eligibility Report, then Question #10 = Yes, and Eligibility Determination fields. Keyword Table: EligibilityCategories |
Eligibility Date | Flows data from a finalized Special Education Eligibility Report, then form date when type = Initial and Eligibility = Yes. |
Initial/Annual Review Date | Flows data from a finalized IEP, then IEP Meeting date for Initial or Annual Review. |
IEP Amendment Date | Flows data from a finalized IEP, then IEP Meeting date indicated with a Purpose of IEP Meeting = Amendment. |
Purpose of Meeting | Flows data from a finalized IEP, then Purpose of Meeting drop-down list. Keyword Table: IEPMeeting |
Most Recent Annual Review Date (07) | Flows data from a finalized IEP, then Purpose of meeting = Annual Review > meeting date. Keyword Table: SpEdEventsTable |
Annual Review Due Date | Indicates the field that calculates the next review due date 364 days (one year minus 1 day) after the most recent annual review. |
Date of Eligibility/Redetermination (08) | Flows data from a finalized IEP, then Cover page, then for Purpose of Meeting = Initial or Reevaluation. Keyword Table: SpEdEventsTable |
Date of Eligibility/Redetermination Due Date | Indicates the field that calculates the next eligibility or redetermination date three years minus one day from the most recent eligibility or reevaluation date. |
Behavior Intervention Plan Date | Flows data from a finalized IEP, then Consideration of Special Factors A. Behavior Plan = Yes, or a finalized Behavioral Intervention Plan. |
Parent Present At Initial | Flows data from a finalized IEP, then Cover Sheet, then Parent = Yes, and meeting purpose = Initial. |
Student Present at Initial | Flows data from a finalized IEP, then Cover Sheet, then Student = Yes, and meeting type = Initial. |
Parent Present at Annual | Flows data from a finalized IEP, then Cover Sheet, then Parent = Yes, and meeting type = Annual Review. |
Student Present at Annual | Flows data from a finalized IEP, then Cover Sheet, then Student = Yes, and meeting type = Annual Review. |
GAA Flag | Flows data from a finalized IEP, then Assessment Determinations for District and Statewide Assessments, then Question B = Yes. |
GNETS | Flows data to flow from a finalized IEP question. Georgia Department of Education has removed this field, and it is no longer available in the IEP. |
Diploma Choice | Flows data from a finalized IEP, then Transition Service Plan or Service Plan field = Diploma. Keyword Table: Diploma |
Determination Dates: Initial
| Flows data from a finalized Consent to Evaluate Form, then Office Use only field. |
Initial Eligibility Due Date | Indicates the field that calculates the Eligibility Due date 60 days to the Parent Consent Date. |
Initial Evaluation Date (03) | Flows data from a finalized Eligibility Report Date field with a type = initial. |
Initial Eligibility Date (04,11) | Flows data from a finalized Eligibility Report Date field with a type = initial and Eligibility Determination = Yes. |
Initial Eligibility Determination Delay Reason | The delay reason is required when consent to eligibility determination is delayed. Keyword Table: DelayReason |
Initial IEP Due Date | Indicates the field that will add 30 days to the Initial IEP meeting date. |
Initial IEP Date (05) | Flows data from a finalized IEP meeting date with a type = initial. |
Date First Received Services (06) | Indicates the earliest finalized IEP, then related service date in an active IEP. |
Initial Parental Placement Date | Flows data from a finalized IEP, then Parent Consent for Placement form. |
Initial Parent Refusal for Placement (12) | Flows data from an initial Consent to Evaluate form, then > Refusal. |
Date of Initial Transition Program Development | Flows data from an initial finalized IEP, then Transition Development date. |
Other Are extended school year services necessary | Flows data from a finalized IEP, then ESY Section, then Are extended school year services necessary = Yes. |
Is specialized transportation required | Flows data from a finalized IEP, Consideration of Special FactorsSection, Does the student require Specialized Transportation = Yes. |
Is adapted equipment required | Flows data from a finalized IEP, then Consideration of Special FactorsSection, then Does the student require Specialized Transportation = Yes. |
Service Plan Meeting Date | Flows data from a finalized Service Plan, Cover page, Meeting date. |
Service Plan Annual Review Date | Flows data from a finalized Service Plan, the Annual Review date. |
Consideration of Special Factors Does the student have behavior which impedes learning or the learning of others | Flows data from a finalized IEP, then Consideration of Special Factors Section, then Does the student have behavior which impedes learning or learning of others = Yes. |
Behavior Intervention Plan Developed | Flows data from a finalized IEP, then Consideration of Special Factors section, then Behavior Intervention Plan Developed = Yes. |
Does the student have limited English proficiency | Flows data from a finalized IEP, then Consideration of Special Factors section, then Does the student have Limited English Proficiency= Yes. |
Does the student have blindness/visual impairment | Flows data from a finalized IEP, then Consideration of Special Factors section, then Does the student have blindness/visual impairment= Yes. |
Does the student have communication needs | Flows data from a finalized IEP, then Consideration of Special Factors section, then Does the student have communication needs = Yes. |
Is the student deaf or hard of hearing | Flows data from a finalized IEP, then Consideration of Special Factors section, then Does the student have a hearing impairment= Yes. |
Does the student need assistive technology devices or services | Flows data from a finalized IEP, then Consideration of Special Factors section, then Does the student require assistive technology = Yes. |
Does the student require an alternative format for instructional material | Flows data from a finalized IEP, then Consideration of Special Factors section, then Does the student require an alternative format of instructional materials = Yes. |
Special Education Exit Special Education Exit Date (09, 10) | Flows data from Revocation of Consent or Reevaluation Special Education Exit Date. |
Special Ed Exit Reason | Keyword Table: ReleaseTable |
Reporting - FTE: October Count and FTE: March Count
Field | Description |
|---|---|
Various Fields | Reports data which includes Year, Report Period, Student ID, School Code, Grade Level, Program Code, Location of Enrollment, ESOL, Gender, Ethnicity, Race, withdrawal reason, diploma type, student status, environment, dob, transported, Supplemental speech segment 1, itinerant teacher segment 1, Inclusion Segment 1, hours/week, Related Hours, All special ed services, GAA Flag, Event code, etc. Flows data to the reporting screens based on October or March values. |
Reporting - Student Record
Field | Description |
|---|---|
Various Fields | Reports data which includes Year, Event Codes and dates, Parent Present at Initial, Student Present at Initial, Parent Present at Annual, Student Present at Annual, and GA Test Identifier. |
Section 504
Field | Description |
|---|---|
504 Disability | Flows data from a finalized Section 504 Eligibility Report. Keyword Table: Disability504 |
Date of Section 504 Consent to Evaluate | Flows data from a finalized Section 504 Consent to Evaluate form. |
Date of Section 504 Eligibility Meeting | Flows data from a finalized Section 504 Meeting date. |
Re-evaluation Due Date | Indicates the field that adds 3 years minus 1 day to the Section 504 Eligibility meeting date. |
Student is eligible under Section 504 | Flows data from a finalized Section 504 plan where eligibility = Yes. |
Date of Section 504 Accommodation Plan | Flows data from a finalized Section 504 plan meeting date. |
504 Plan Status | Indicates the field that calculates whether the plan is "Active" or "Inactive." |
Manifestation Determination Review | Flows data from a finalized Section 504 Manifestation Determination form. |
Section 504 Exit Date | Flows data from a finalized Section 504 Plan where eligibility = No. |
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. |
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 and define school year and submission dates for State reports.
Navigate to Profile Types, then (GLOBALS), then the Main menu, then the Configurable Options section
Default District Information, then Logo and District Personnel
IEPProgress: Progress Reporting (Text) or Progress Monitoring (Graph)
ADIntegration Enabled: Used for active directory districts
Minutes Per Segment: Default minutes for calculations
IEP IDT, then Progress IDT: Default minutes
Navigate to Profile Types, then (GLOBALS), then School/Calendar menu
School Calendar: The dates specified in this area determine the data generated for State reporting.
Model Configuration Options: Various options of the model.
Navigate to Profile Types, then (Globals), then Time Units/Conversions
Instructional and related service calculation settings.
Navigate to Profile types (Globals), then IEP Options
Default IEP Meeting Minutes section
Goal Style: Style 1 (Sentence) or Style 2 (Textbox)