NJ 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 SIS into PowerSchool Special Programs.
System administrators should routinely check the Last Imported date and ensure no red errors are found.
To check to see if a layout is enabled, select Continuous Integration Settings from the More menu.
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 are different, the export has failed,, and the administrator must review the error log 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, then Configuration, then 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 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 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 stages of submission: “Collection Open," “Collection Closes date," “Correction Window," and “Final submission."
NJ Smart Special Education Submission
NJ Student Learning Assessments (NJSLA, NJSLA-ELA/M, NJSLA-S)
Reporting Timelines | Generate in Live PowerSchool Special Programs | Create Snapshot Database | Run Reporting within Snapshot Database | Recommended Completion Date | Submission Due Date (Timely) |
|---|---|---|---|---|---|
October 15 (10/15) | October 15 (10/15) | Approximately September 30 (9/30) | From the creation of the snapshot database to the final submission | November 14 | November 21 |
May | April 20-May 1st | Approximately May 5 | From the creation of the snapshot database to final submission or directly from PowerSchool Special Programs. ELA and Math: Grades 3-10 Science: Grades 5,8,11 | NA | NA |
End of Year (EOY) | May 15 (5/15) | Approximately June 29 (6/29) | ELA and Math: 7/27-8/7. Data transfers to PowerSchool SIS. Diagnostic reports can be run in PowerSchool Special Programs. | NA | NA |
Snapshotting 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 as well.
State Reports
NJ Smart ADR Data Submission
All districts are required to run the NJ SMART ADR Data Submission reports located in Reporting, NJ Smart ADR Data Submission.
PowerSchool SIS can run the NJ Smart ADR Data Submission and Speech NJ Smart ADR Data Submission reports.
Report | Due | Description |
|---|---|---|
NJ Smart ADR Data Submission | 10/15 | This report counts students active as of 10/15 of the current school year with Eligibility and Placement Category data. It includes active students in Special Education and reports Referral Dates, Consents, Eligibility, IEP Consents, Annual Reviews Reevaluations Placements Time in Regular Program and Services (CO, OT, PT, SP, Other). |
Speech NJ Smart ADR Data Submission | NA | Same as above but reports Speech_Eligibility Category only. |
NJ State Assessment Registration Submission
All districts are required to run the NJ SMART ADR Data Submission reports located in:
Reporting, then Public Assessment Participation Reports, then NJSLA Export Report
Reporting, PowerSchool Export, and New Jersey State Information files 1-4. Data is uploaded to PowerSchool SIS.
You can use PowerSchool SIS or Special Programs to run NJSLA Accommodations.
Report | Due | Description |
|---|---|---|
NJSLA Export Report | 12/1 and EOY | This report includes all active students with Assessment Accommodations which include PARCC, NJSLASci5,8,11, or NJSLAALL, and reports Test Codes, Format, Retest, and various accommodations. |
NJ State Information 1-4 | NA | Uploads all PARCC and NJSLA accommodations to PS SIS screens for reporting to S_NJ_STU_X. |
PARCC
Retired but available in various file formats.
Report | Description |
|---|---|
PARCC Export Report | Reports accommodations for active students. |
PARCC PNP Definitions | Reports accommodations for active students. |
PARCC Export Report PearsonAccessNext | Reports accommodations for active students. |
State-Mandated Special Education
The Special Education forms in PowerSchool Special Programs will 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, and Response to Intervention (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/Enrollment/Contact Information
Field | Description |
|---|---|
State ID | State-provided student ID number. |
Ethnic | Displays Hispanic or Latino record from PowerSchool SIS. |
Race | Displays up to 5 races that integrate from PowerSchool SIS. |
Student Enrollment Area Primary Location | Tracks the serving location than what integrates from PowerSchool SIS. |
Parent Contact Area Receives Letters | If selected, will display the names on forms as well as who can sign via DocuSign. The field is integrated from PowerSchool SIS. |
Eligibility
Data flows from Eligibility Forms, IEP, and Speech IEP forms.
Field | Description |
|---|---|
Eligibility Category | Flows data from the Eligibility Determination Report. |
Referral Date | Flows data from Initial ID/Eval Planning Meeting Report, Office Use, or Eligibility Report. |
Identification Meeting Invitation Date | Form date of Invitation to an Initial ID Meeting Form. |
Identification Meeting Date | Flows data from Initial ID/Evaluation Planning Meeting Form. |
Parent Consent to Initial Evaluation | ID Planning Meeting, Document Delivery date, or Eligibility Report. |
Eligibility Determination Date | Flows data from the Eligibility report. |
Parent Consent to Implementation Initial IEP Date | Flows data from the IEP Parent Consent to Implement Date field. |
Revocation of Consent Date | Flows data from Revocation of Consent Form. |
Latest Reevaluation Date | Flows data from the Re-Evaluation Form. |
Initial IEP Classification Date | Flows data from IEP, Initial Referral, Meeting Date. |
Most Recent Annual Review | Flows data from IEP Meeting Date of Annual. |
Most Recent Reevaluation | Flows data from IEP Meeting Date of reevaluation. |
IEP End Date (If exiting special education) | Flows data from Eligibility Report, Eligibility Determination. |
504 Participant | Flows data from finalized 504 Plan. |
I&RS Participant | Flows data from RTI form. |
Placement
Field | Description |
|---|---|
Primary Location Next Year's Location Next Year's Secondary Location |
|
Primary Placement Time | Flows data from NJIEP, Program Description (Full Time, Shared Part-Time AM or PM) |
Placement Category | The Student's Placement Category for the ADR Report (for example, 80% or More, At Least 50% Regular Ed-Kindergarten, etc.) |
IEP Start Date | Flows data from the finalized NJIEP, Program Description. |
IEP End Date (if existing special ed for this district) | The end date of the current IEP. |
IEP Exit Reason (if exiting special ed for this district. | The reason the student exited special education. |
ESY | Flows data from NJIEP, ESY Goals. |
ESY Start/end Dates | Flows data from NJIEP, Determinations/Assessment, ESY Start / End Date. |
Special Education Services | Flows data from the latest finalized NJIEP, Program Description, Statement of Special Education. |
Related Services | Flows data from the latest finalized NJIEP, Program Description, Statement of Special Education, and Related Services. |
Special Education Services & Related Services
Field | Description |
|---|---|
Subject, Start/End Dates | Flows data from a Finalized NJIEP, Program Description. |
Assessment Participation
Field | Description |
|---|---|
Assessment | Flows data from the latest finalized NJ IEP, Determinations/Assessments, State Assessments.
|
Subject | Flows data from the latest finalized NJ IEP, Determinations/Assessments, State Assessments.
|
Format (Paper, Online) | Flows data from the latest finalized NJ IEP, Determinations/Assessments, State Assessments. |
Retest | Flows data from the latest finalized NJ IEP, Determinations/Assessments, State Assessments. |
Accommodations | Flows data from the latest finalized NJ IEP, Determinations/Assessments, State Assessments. |
NJ Smart
All fields displayed in this profile are used for the NJ Smart reports. Data is saved to the profiles outlined above. This profile is used for easy review or data correction for the NJ Smart data per student.
Any data changed on this screen will reflect on the relevant profile.
Field | Description |
|---|---|
Local Identification Number | Profile: Demographics/Enrollment/Contact Information PowerSchool - Student Import (model) and Student Change Notification (model) Profile: Program, Related Services, Special Education Services |
State Identification Number | Profile: Demographics/Enrollment/Contact Information PowerSchool - Student Import (model) and Student Change Notification (model) OR NJ Smart: Import for ADR |
Referral Date | Profile: Eligibility |
Parent Consent to Evaluate Date | Profile: Eligibility |
Early Intervention | NJ Smart: SpEdImport (Early Intervention), finalized NJIEP, Field Transition C to B on NJIEP Cover page. |
Initial IEP Meeting Date | Profile: Eligibility |
Parent Consent Obtained | Profile: Eligibility |
Annual IEP Review Meeting Date | Profile: Eligibility |
Special Education Classification | Profile: Eligibility |
Reevaluation Date | Profile: Eligibility |
Initial Process Delay Reason | Profile: Eligibility |
Special Education Placement | Profile: Eligibility |
Time in Regular Program | NJIEP, Cover Page, Time In Regular Program |
Services as of 12/15 CO, OT, PT, SP, Other, Individual Instruction Services (Other Related), Nursing Services, Personal Aide, Assistive Technology, Teacher Ration 3:1 or less | Profile: Program, Related Services |
NJ Smart: Not Special Ed. City of Birth | NJ Smart Import for ADR |
State of Birth | NJ Smart Import for ADR |
Country of Birth | NJ Smart Import for ADR |
Ethnic | Profile: Demographics/Enrollment/Contact Information |
Race | Profile: Demographics/Enrollment/Contact Information |
Enrollment Information (Resident) Resident County Code | Profile: Demographics/Enrollment/Contact Information |
District Code | Profile: Demographics/Enrollment/Contact Information |
School Code Resident | Profile: Demographics/Enrollment/Contact Information |
Enrollment (Attending) Status | Profile: Demographics/Enrollment/Contact Information |
Attending County Code | Profile: Demographics/Enrollment/Contact Information |
District Attending | Profile: Demographics/Enrollment/Contact Information |
School Code Attending | Profile: Demographics/Enrollment/Contact Information |
School Entry Date | PowerSchool - Student Import (model) and Student Change Notification (model) |
School Exit Date | PowerSchool - Student Import (model) and Student Change Notification (model) |
School Exit Withdrawal Code | PowerSchool - Student Import (model) and Student Change Notification (model) |
Tuition Code | Tuition Code for non-resident students (Leave Blank if the student is a resident of the school district). |
Program Information Primary Program of Instruction | Profile: Placement NJIEP, Program Description, Program Type Code |
Year of Graduation | Old NJSmart |
LEP Program Start Date | NJIEP, Cover Page, LEP Start Date |
LEP Program Completion Date | NJIEP, Cover Page, LEP Completion Date |
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 District Information and IEP form and define the school year and submission dates for state reports.
Profile Types, then (GLOBALS), then the Main menu, then the District Information section
District Information, District Personnel, Medicaid Department
Profile Types, then (GLOBALS), then School/Calendar menu
Calendar Information: The dates specified in this area determine the data generated for state reporting
First/Last Day of School, Upcoming Reporting Date (i.e., 12/15/XXXX)
Model Configuration Options: Various options for the model
Profile Types, then (GLOBALS), then New Jersey Model Options
IEP Goal Page preference: Goal Wizard using Goals or Goals (Option 2)
Staff Lookup for IEP, Prise: Global School District Representative, Manual Lookup/Non-Lookup or Auto-select School District Representative
Goals (Also for Speech IEP and ISP), Progress reporting periods 1-8
Other Options:
Timelines: Calculate Annual Review due date as one year less than one day from the most recent evaluation
Calculate the Re-evaluation due date as three years less than one day from the most recent evaluation
504 Option: Include District and State Assessment Accommodations in the Section 504 Plan