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PowerSchool SIS Integration

This guide provides information for data elements written to PowerSchool SIS from PowerSchool Special Programs (PSSP) to mitigate dual data entry. The intent is to provide special education data so that all state reports can be generated for your SIS.

Data Imports

PowerSchool SIS owns student demographic data (e.g., student name, gender, etc.). These data fields are imported into PowerSchool Special Programs using the Student Demographics import that can be generated manually or configured to run on a scheduled basis using an API Integration Tool (the Data Connectivity Tool).

This and other Import Layouts can be found by navigating to Administration, Configuration, Integration, then Import Layouts using the data source type: PowerSchool SIS Rest API.

Data Upload from PowerSchool Special Programs to PowerSchool SIS

PowerSchool Special Programs owns/maintains special education data (e.g., disabilities, referral, meeting dates, related services, etc.). The Special Programs data elements can be uploaded into the PowerSchool Student Information System nightly.

Reports

A scheduled task is run to upload data to PowerSchool SIS, comparing the data in PowerSchool SIS to the data in the export reports (PowerSchool Special Programs). If the data does not exist, the data will be added to PowerSchool SIS. If the data exists, the data will be updated.

The following reports are available in Reporting, Standard Reports, and PowerSchool Export Reports (the report names listed here are direct links to open the reports in the application).

Resources

  • Help Guides and Support are located under the question tag icon at the top right corner of the application.

  • Data Connectivity Tool (DCT) resources are located under Administration, Configuration, Integration, and then select the More drop-down.

    • Data Connectivity Guide – provides step-by-step instructions for setting up integration using the data connectivity tool and managing settings.

    • Data Connectivity Tool – plug-in required for integration.

  • PowerSchool SIS GA State Reporting Setup

  • PowerSchool SIS GA Data Dictionary

Understanding the Mapping Table

Each setup table may include some or all of the following elements. Reports will not display elements that are not pertinent to that report.

  • Breadcrumbs and Navigation – Navigation aid is used to show the path to the data entry page as listed on the page in PowerSchool Special Programs. Each “>” indicates a new page or link. Example: Student > Profile.

  • Data Element – The name of the field as it appears in the state report.

  • Field Name – The name of the field where the data is stored.  {PrimaryDisability}

  • Reports – The name of each report that uses the data element. This field may be populated with “Required Setup” or “Not Required” to indicate whether the data element should be configured for Georgia state reporting not specific to a report.

PowerSchool Special Programs to PowerSchool SIS Fields

PowerSchool Special Programs own the following data elements and will be written back to PowerSchool SIS for state reporting. The Export reports are found under PowerSchool Special Programs Reporting, Standard Reports.

Student Record

PowerSchool Special Programs Page

Data Element

PowerSchool Table

Special Logic

Reports

Student > Profile > Eligibility, Primary Eligibility

{PrimaryDisability:L"Primary Area"}

[S_GA_STU_SpedEd_X]PAE

Valid Values:
P - Mild Intellectual Disability
Q - Moderate Intellectual Disability
R - Severe Intellectual Disability
S - Profound Intellectual Disability
T - Emotional / Behavioral Disorder
U - Specific Learning Disability
V - Orthopedic Impairment
W - Hearing Impairment
X – Deaf
Y - Other Health Impairment
Z - Visual Impairment
1 – Blind
2 - Deaf and Blind
3 - Speech / Language Impairment
6 – Autism
7 - Traumatic Brain Injury
8 - Significant Developmental Delay
Blank – N/A

S_GA_STU_SpecEd_X

Student > Profile > Eligibility, Other, Are extended school year services necessary?   

Eligibility Profile:  

{ESYNecessary} 

[S_GA_STU_SpecEd_X]ExtYr

Flow from IEP field {ESYNecessary} on section 'ESY'


Student > Profile > Eligibility, Primary Eligibility

GAA Flag {GAAFlag:L"GAA Flag"}

[S_GA_STU_SpecEd_X]GAA_Flag

Valid Values:  Y, N, Blank


Student > Profile > Reporting – Student Record

Events are created based on Profile dates:

02 - from Initial Parental Consent to Evaluate Received:

(02){SpEdDates[PCON]:L"Initial Parental Consent to Evaluate Received (02)"}

03 - from Initial Evaluation Date (03){SpEdDates[INEV]:L"Initial Evaluation Date (03)"}

04 - from Initial Eligibility Date (04, 11) {SpEdDates[INIT]}

05 - from Initial IEP Date (05){SpEdDates[IEPM]:L"Initial IEP Date (05)"}

06 - from Date First Receive Services (06){FirstReceiveServices:L"Date First Receive Services (06)"}

07 - from Most Recent Annual Review Date (07): {SpEdDates[ANRV]}

08 - from Date of Eligibility/Redetermination (08):{SpEdDates[TRI]}

09 - from Special Ed Exit Date (09,10) {SpEdExitDate:L"Special Ed Exit Date (09)"} where exit reason is NOT 'Parent Revocation'

10 -  from Special Ed Exit Date (09,10) {SpEdExitDate:L"Special Ed Exit Date (10)"} where exit reason is 'Parent Revocation'

11 - from Initial Eligibility Date (04, 11){SpEdDates[INIT]}

12 - from Initial Parent Refusal for Placement (12)

[S_GA_STU_SpecialEd_C]EventCode 

Note: The Georgia DOE maintains a history of special education events reported for prior school years. Events with codes 02 – 06 remain static after being reported the first time.  

Valid Values: 02 - 13:

02 - Parent Consent to Evaluation

03 - Initial Evaluation

04 - Initial Eligibility Determination

05 - Initial IEP Meeting

06 - Initial IEP Placement/Transition Service Begin (BCW)

07 - IEP Annual Review

08 - Re-Eligibility Determination

09 - Special Education Exit

10 - Parent Revoked Consent

11 - Student Not Eligible for Initial Placement

12 - Parent Refused Initial Placement

13 - District Verified That Student Was Incorrectly. Reported as SWD in a Prior Year

(S_GA_STU_SpecialEd_C

Student > Profile > Reporting – Student Record

Export the date of each SpEd Event defined in export field SPED007/Event Code

[S_GA_STU_SpecialEd_C]EventDate

Export events where:  

Global.FirstSchoolDay = < Event Date <= Global.LastSchoolDate


Student > Profile > Reporting – Student Record, Student Present at Initial

Populated from IEP Cover Sheet Purpose of Meeting and Team Members in Attendance where Student is selected.

Profile Fields:

> Student Present at Initial {StudentAtInitMeeting:L"Student Present at Initial"}

> Student Present at Annual{StudentAtMeeting:L"Student Present at Annual"}

[S_GA_STU_SpecialEd_C]StudentPresent

Valid Values:  Y, N, Blank

send blank if EventCode is NOT in (05,07)


Student > Profile > Reporting – Student Record, Parent Present at Initial

Populated from IEP Cover Sheet Purpose of Meeting and Team Members in Attendace where at least on Parent is selected.

Profile Fields:

> Parent Present at Initial{ParentAtInitMeeting:L"Parent Present at Initial"}

> Parent Present at Annual{ParentAtMeeting:L"Parent Present at Annual"}

[S_GA_STU_SpecialEd_C]ParentPresent

Valid Values:  Y, N, Blank

send blank if EventCode is NOT in (05,07)


FTE

PowerSchool Special Programs Page

Data Element

PowerSchool Table

Special Logic

Reports

Student > Profile > Reporting –FTE, Special Ed Environment


IEP Services Profile > Hours in Special Ed Environment            {ServiceTime}

[S_GA_STU_SpecEd_X]SpedSvcMin

Calculated from IEP Services in Special Education Environment


http://www.gadoe.org/Technology-Services/Data-Collections/Documents/FTE%20Resources/FY2017/FY2017%20FTE%20Data%20Element%20Detail.pdf

S_GA_STU_SpecEdHrs_X) 

Student > Profile > Reporting –FTE, Hours/Week

P {HourPerWeekCode[MID]:L"P"R}

[S_GA_STU_SpecEdHrs_X]HPWP

Calculated Special Education Services hours where Primary Disability is MID and converted to a code in FTEHours keyword table.

Valid Values: 

N = None

X = Less than one hour per week

1 = One hour per week

2 = Two hours per week

3 = Three hours per week

4 = Four hours per week

5 = Five hours per week

6 = Six through ten (6-10) hours per week

7 = Eleven through fifteen (11-15) hours per week

8 = Sixteen through twenty (16-20) hours per week

9 = Twenty-one through twenty-five (21-25) hours per w

0 = Over Twenty-five hours per week


Student > Profile > Reporting –FTE, Hours/Week by Disability

Q{HourPerWeekCode[MOID]:L"Q"R}

[S_GA_STU_SpecEdHrs_X]HPWQ

Calculated Special Education Services hours where Primary Disability is MOID and converted to a code in FTEHours keyword table


R{HourPerWeekCode[SID]:L"R"R}

[S_GA_STU_SpecEdHrs_X]HPWR

Calculated Special Education Services hours where Primary Disability is SID and converted to a code in FTEHours keyword table


S{HourPerWeekCode[PID]:L"S"R}

[S_GA_STU_SpecEdHrs_X]HPWS

Calculated Special Education Services hours where Primary Disability is PID and converted to a code in FTEHours keyword table


T{HourPerWeekCode[EBD]:L"T"R}

[S_GA_STU_SpecEdHrs_X]HPWT

Calculated Special Education Services hours where Primary Disability is EBD and converted to a code in FTEHours keyword table


U{HourPerWeekCode[SLD]:L"U"R}

[S_GA_STU_SpecEdHrs_X]HPWU

Calculated Special Education Services hours where Primary Disability is SLD and converted to a code in FTEHours keyword table


V{HourPerWeekCode[OI]:L"V"R}

[S_GA_STU_SpecEdHrs_X]HPWV

Calculated Special Education Services hours where Primary Disability is OI and converted to a code in FTEHours keyword table


W{HourPerWeekCode[HH]:L"W"R}

[S_GA_STU_SpecEdHrs_X]HPWW

Calculated Special Education Services hours where Primary Disability is HH and converted to a code in FTEHours keyword table


X{HourPerWeekCode[D]:L"X"R}

[S_GA_STU_SpecEdHrs_X]HPWX

Calculated Special Education Services hours where Primary Disability is D and converted to a code in FTEHours keyword table


Student > Profile > Reporting –FTE, Hours/Week by Disability

Y{HourPerWeekCode[OHI]:L"Y"R}

[S_GA_STU_SpecEdHrs_X]HPWY

Calculated Special Education Services hours where Primary Disability is OHI and converted to a code in FTEHours keyword table


Z{HourPerWeekCode[VI]:L"Z"R}

[S_GA_STU_SpecEdHrs_X]HPWZ

Calculated Special Education Services hours where Primary Disability is VI and converted to a code in FTEHours keyword table


1{HourPerWeekCode[B]:L"1"R}

[S_GA_STU_SpecEdHrs_X]HPW1

Calculated Special Education Services hours where Primary Disability is B and converted to a code in FTEHours keyword table


2{HourPerWeekCode[DB]:L"2"R}

[S_GA_STU_SpecEdHrs_X]HPW2

Calculated Special Education Services hours where Primary Disability is DB and converted to a code in FTEHours keyword table


3{HourPerWeekCode[SI]:L"3"R

[S_GA_STU_SpecEdHrs_X]HPW3  

Calculated Special Education Services hours where Primary Disability is SI and converted to a code in FTEHours keyword table


6{HourPerWeekCode[AUT]:L"6"R}

[S_GA_STU_SpecEdHrs_X]HPW6

Calculated Special Education Services hours where Primary Disability is AUT and converted to a code in FTEHours keyword table


7{HourPerWeekCode[TBI]:L"7"R}

[S_GA_STU_SpecEdHrs_X]HPW7

Calculated Special Education Services hours where Primary Disability is TBI and converted to a code in FTEHours keyword table


Student > Profile > Reporting –FTE, Hours/Week by Disability

8{HourPerWeekCode[SDD]:L"8"R

[S_GA_STU_SpecEdHrs_X]HPW8

Calculated Special Education Services hours where Primary Disability is SDD and converted to a code in FTEHours keyword table


Student > Profile > Reporting –FTE, Primary Area

{PrimaryDisability:L"Primary Area"}

[S_GA_STU_SpedEd_X]PAE

Primary Disability

Valid Values:

P - Mild Intellectual Disability

Q - Moderate Intellectual Disability

R - Severe Intellectual Disability

S - Profound Intellectual Disability

T - Emotional / Behavioral Disorder

U - Specific Learning Disability

V - Orthopedic Impairment

W - Hearing Impairment

X – Deaf

Y - Other Health Impairment

Z - Visual Impairment

1 – Blind

2 - Deaf and Blind

3 - Speech / Language Impairment

6 – Autism

7 - Traumatic Brain Injury

8 - Significant Developmental Delay

Blank – N/A


Student > Profile > Reporting –FTE, Related Hours

A{RelatedHoursCode[A]:L"A"R}

[S_GA_STU_SpedEdHrs_X]RelHoursA

Calculated Related service hours for Adapted Physical Education and converted to a code in FTEHours keyword table

Valid Values: 

N = None

X = Less than one hour per week

1 = One hour per week

2 = Two hours per week

3 = Three hours per week

4 = Four hours per week

5 = Five hours per week

6 = Six through ten (6-10) hours per week

7 = Eleven through fifteen (11-15) hours per week

8 = Sixteen through twenty (16-20) hours per week

9 = Twenty-one through twenty-five (21-25) hours per w

0 = Over Twenty-five hours per week


B{RelatedHoursCode[B]:L"B"R}

[S_GA_STU_SpedEdHrs_X]RelHoursB

Calculated Related service hours for Audiology and converted to a code in FTEHours keyword table


C{RelatedHoursCode[C]:L"C"R}

[S_GA_STU_SpedEdHrs_X]RelHoursC

Calculated Related service hours for Counseling and converted to a code in FTEHours keyword table


Student > Profile > Reporting –FTE, Related Hours

D {RelatedHoursCode[D]:L"D"R}

[S_GA_STU_SpedEdHrs_X]RelHoursD

Calculated Related service hours for Diagnostic Services and converted to a code in FTEHours keyword table


E {RelatedHoursCode[E]:L"E"R}

[S_GA_STU_SpedEdHrs_X]RelHoursE

Calculated Related service hours for Occupational Therapy  and converted to a code in FTEHours keyword table


F {RelatedHoursCode[F]:L"F"R}

[S_GA_STU_SpedEdHrs_X]RelHoursF

Calculated Related service hours for Physical Therapy  and converted to a code in FTEHours keyword table


G {RelatedHoursCode[G]:L"G"R}

[S_GA_STU_SpedEdHrs_X]RelHoursG

Calculated Related service hours for Psychological Services  and converted to a code in FTEHours keyword table


H {RelatedHoursCode[H]:L"H"R}

[S_GA_STU_SpedEdHrs_X]RelHoursH

Calculated Related service hours for Sign Language Interpreting  and converted to a code in FTEHours keyword table


I {RelatedHoursCode[I]:L"I"R}

[S_GA_STU_SpedEdHrs_X]RelHoursI

Calculated Related service hours for School Health  and converted to a code in FTEHours keyword table


J {RelatedHoursCode[J]:L"J"R}

[S_GA_STU_SpedEdHrs_X]RelHoursJ

Calculated Related service hours for School Social Work  and converted to a code in FTEHours keyword table


K {SpecialTransport:L"K"}

[S_GA_STU_SpedEdHrs_X]RelHoursK

5 if Student Requires Special Transportation.  Else, N


L {RelatedHoursCode[L]:L"L"R}

[S_GA_STU_SpedEdHrs_X]RelHoursL

Calculated Related service hours for Orientation and Mobility  and converted to a code in FTEHours keyword table


Student > Profile > Reporting –FTE, All Special Education Services

{@Exists(ServPlan, AddYears(1, SPMeetDate) > CurrentDate())}: Service Plan {ActiveIEP}: IEP

[S_GA_STU_SpecEd_X]All_IEP

Indicates whether the student is receiving all of the services identified in the Individual Education Plan (IEP) or Service Plan.

Valid values

>  Y if the student is not exited  and has a current IEP.

>  S if the stdent is not exited and has a current service plan


Student > Profile > Reporting –FTE, Special Ed Environment

{@Ifnull( ifnull( ManualEnvironment.Code, LocEnvironment.Code ), SelectCase( ServicePercentage >60:"3", ServicePercentage >20:"2":"1" ) )}

[S_GA_STU_SpedEd_X]Environment

Manual Environment Code Override.  Else, calculated from services received in Special Education environment  (See Profile Update Scripts to 'Set Environment)

see GA_FTE resources located at:  http://www.gadoe.org/Technology-Services/Data-Collections/Pages/FY2017-FTE-Resources.aspx 


Student > Profile > Reporting
–Student Record

{SpEdExitReason:L"Special Ed Exit Reason":F"ExitOption"}

[S_GA_STU_SpecialEd_C]EventCode 

Valid Values:  - blank, 09, 10

'Blank' if SpedExitReason is Empty

'10' if SpedExitReason = 4 (Parent Revocation)

09' for all other exit reasons.


Student > Profile > Reporting
–Student Record

{SpEdExitReason:L"Special Ed Exit Reason":F"ExitOption"} {SpEdExitDate:L"Special Ed Exit Date (09, 10)"}

[S_GA_STU_SpecialEd_C]EventDate

'Blank' if Special Exit Date is empty.  Else:

Date of Event 09:{SpEdExitDate}

Date of Event 10:{SpEdRevocationDate}


Student > Profile > Reporting –FTE, GAAFlag

GAA Flag {GAAFlag:L"GAA Flag"}

[S_GA_STU_SpecEd_X]GAA_Flag

Valid Values:  Y, N, Blank



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