Ohio 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, 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 settings such as school-year document folders, calendar settings, and progress reporting marking periods.
Click on Administration, then Configuration, then Profile Types, then Globals.
Update all dates under the Global Settings area. These dates are used for state reporting.
Click on Administration, then Configuration, then Settings.
Update the "Current School Year," "Next Scheduled EOY Rollover Date," "Marking Periods," "Data Storage Range," and "Allowable Years for New Documents."
See End of Year Rollover for more information.
New to PowerSchool Special Programs
Before activating the PowerSchool Special Programs to SIS integration, PowerSchool recommends running reports to ensure all state-reportable EMIS data is correctly migrated from the previous special education system. You can run the EMIS reports via the Reporting menu and create additional reports to ensure correct data.
Once you have completed migrating special education data to PowerSchool Special Programs and the special education data has integrated with the SIS, PowerSchool recommends generating all required state reports from the SIS to ensure that the data upload to the SIS correctly.
State Reporting
PowerSchool recommends districts run the upcoming state reporting data check reports monthly to ensure data accuracy.
State Reporting Important Timelines & Links
Reporting Timelines | Open Date | Close Date |
|---|---|---|
Beginning of Year Student Collection (S) | Approx. 9/1 | Approx. 12/20 |
Midyear Student Collection (S) | Approx. 1/3 | Approx. 4/30 |
End of Year Student Collection | Approx. 5/5 | Approx. 8/7 |
State-Mandated Special Education and Gifted Forms
The Special Education and Gifted 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 essential for state reporting:
Demographics
Field | Description |
|---|---|
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. |
Special Education Information
Field | Description |
|---|---|
Eligibility | Flows data from the ETR form > Eligibility section. |
Disability | Flows data from the ETR form. |
Evaluation Consent Given/Refused | Flows data from the Parent Consent for Evaluation form. When the Date of Received Refusal to Evaluate is populated, finalization selects the Refused checkbox. When the Date of Received Signed Consent is populated, finalization selects the Given checkbox. |
Date Initial Consent Received from Parent | Flows data from the Parent Consent for Evaluation form. Indicates the Date Received Signed Consent. |
Most Recent IEP | Flows data from the IEP, then Service Plan, then Transfer Notification. |
IEP Type | Flows data from the IEP, then Service Plan, then Transfer Notification. |
Transfer (B) IEP Due Date | Flows data the Annual Review Due Date from the Transfer Notification form when "Order New Evaluations" is selected. The date is cleared when an IEP or Service Plan is finalized. |
Transfer (B) ETR Due Date | Flows data the Eligibility Review Due Date from the Transfer Notification form when "Order New Evaluations" is selected. The date is cleared when an IEP or Service Plan is finalized. |
Initial ETR Due | Calculated field adding 60 days from the date in the Re-Evaluation form. |
ETR Most Recent Date | Flows data from the ETR form, then Date of Meeting. |
Reeval Due Date | Calculated field adding three years minus a day from the ETR Most Recent Date where and Eligibility = Eligible and Special Education Exit Date is not populated. |
Consent for Reeval ETR Date | Flows data from the Parent Consent for Evaluation form, then Type of Evaluation = Reevaluation, then Date received signed consent from parent field. |
Target Graduation Date | Flows data from the IEP, then Post Secondary section or Summary of Performance form or Gifted WEP form. |
LRE Outcome | Flows data from the IEP or Transfer Notification form. |
October 31 LRE | Flows data from the IEP and Transfer Notification form. Exports to eSchoolPLUS Export reports. |
Special Ed Exit Date/Reason | Flows data from the ETR, then Type of Evaluation = Reevaluation, then when all three questions in the Eligibility section are answered "No." Flows Date of Meeting to SE Exit Date. Flows Exit Reason = ETEX Exiting Special Education. Flows data from the ETR, then Prior Written Notice to Parents where Revocation of Consent is selected. Flows the Date of Notice. Flows Exit Reason = Parent revocation from special education. Flows data from the IEP, then Prior Written Notice to Parents where Revocation of Consent is selected. Flows the Date of Notice. Flows Exit Reason = Parent revocation from special education. Flows data from the Referral for Evaluation, then Prior Written Notice to Parents where Revocation of Consent is selected. Flows the Date of Notice. Flows Exit Reason = Parent revocation from special education. Flows data from the Transfer Notification, then Prior Written Notice to Parents where Revocation of Consent is selected. Flows the Date of Notice. Flows Exit Reason = Parent revocation from special education. Flows data from the MDR, then Prior Written Notice to Parents where Revocation of Consent is selected. Flows the Date of Notice. Flows Exit Reason = Parent revocation from special education. Flows data from the Prior Written Notice to Parents where Revocation of Consent is selected. Flows the Date of Notice. Flows Exit Reason = Parent revocation from special education. Flows data from the Service Plan, then Prior Written Notice to Parents where Revocation of Consent is selected. Flows the Date of Notice. Flows Exit Reason = Parent revocation from special education. |
EMIS / Special Education Records Profiles
EMIS records are created via the IEP, then Transfer Notification, then Service Plan, then Preschool Planning Form, and ETR forms. EMIS data is sent to eSchoolPLUS and PowerSchool SIS via Export Reports.
Field | Description |
|---|---|
Sort Type | Defaults to GE. |
Fiscal Year | Globals, then First Day of School Year (e.g., 8/28/2020 = the Fiscal Year of 2020). |
Reporting Period | Globals, then EMIS Reporting Period. |
Building IRN | Student Information/Demographics Profile, then Primary Location. |
Date Type | Flows data from the form (list above). EventTypes keyword table. |
Date | Flows data from the form (list above). |
Outcome ID | Flows data from the form (list above). EMISOutcomes keyword table. |
Non-Compliance ID | Flows data from the form (list above). NonComplianceReasons keyword table. |
Outcome Beginning Date Element | Flows data from the form (list above). |
Outcome End Date Element | Flows data from the form (list above). |
IEP Test Type Element | Flows data from the IEP > Service Plan > Transfer Notification. EMISTestTypes keyword table. |
Secondary Planning Element | Flows data from the IEP or Service Plan forms. SecondaryPlanStatuses keyword table. |
Graduation Requirements (FE Record)
EMIS records are created via the IEP, Transfer Notification, and Service Plan forms. EMIS data is sent to eSchoolPLUS and PowerSchool SIS via Export Reports
Field | Description |
|---|---|
IEP Date Type | Flows data from the IEP, then Transfer Notification or Service Plan. |
IEP Date | Date of IEP Meeting or Service Plan Meeting. |
Test Area | Flows data the Exemptions/Graduation Tests/Excused from subjects area. GrTestAreas keyword table. |
Exempt Y/N | Selected (Y), by default. |
All forms and reports that reference parent/guardian information displays data from the Demographic table when the Receives Letters checkbox is selected.
Global Settings
Software menu path: Administration, then Configuration, then Profile Types, then Globals
Settings to configure the IEP form as well as all forms' letterhead.
Profile Types, then (GLOBALS), then Main menu, then the Configurable Options section
This District, Address, District Logo: The district defined appears on the letterhead for all forms.
First Day in Session: Used in the EMIS profile records, Fiscal Year.
Use Attending District for Letterhead: When selected, forms will use the student's Attending District rather than the Globals "This District" name.
Separate Letters: When selected, a separate invitation letter will generate for each parent/guardian where the address is different.