PowerSchool SIS Integration

This guide offers information on data elements exchanged between your PowerSchool Student Information System (SIS) and PowerSchool Special Programs to minimize dual data entry.

The goal is to enable a single entry for student demographic data and transfer specified special education data through PowerSchool Special Programs and PowerSchool SIS.

Data Imports

PowerSchool SIS contains student demographic data, such as names, genders, and contacts. These data fields are imported into PowerSchool Special Programs through the Student Demographics import, which can be generated manually or scheduled to run using an API Integration Tool. Import Layouts, including this one, can be accessed by navigating to Administration, Configuration, Integration, and then Import Layouts, using the PowerSchool SIS Rest API data source type.

The following is a list of Import Layouts available within the Pennsylvania (PA) Model.

Student Demographics

PowerSchool SIS owns demographic data about students, such as names, genders, and GTIDs. Utilize the Student Demographics import to transfer data from PowerSchool SIS into Special Programs. You have the option to import manually or to set up a schedule using an API Integration tool.

Export Reports

Use export reports to collect student data. The content of the reports is sent to PowerSchool SIS.

To access export reports:

1. From the Reporting menu, choose Standard Reports.

2. Expand the PowerSchool Export section and choose the report you want to run.

   1. PowerSchool Alert Export - Indicates if a student is in special education, 504, ELL, or gifted program. This data uploads to PowerSchool SIS and displays the applicable alert icon.

   2. PowerSchool PA State Reporting (S_PA_SEN_SPED_X) - Manages the PowerSchool SIS Special Programs record with applicable start and end dates to maintain history. Includes all special education data except the Primary Disability (challenge type).

   3. PowerSchool PA State Reporting (S_PA_STU_X) - Includes the student's Challenge Type Code (or Primary Disability), Is Student Special Education, and IEP Code values that will upload to the PowerSchool SIS Enrollment page. This export does not manage the PowerSchool SIS enrollment date ranges. It uploads only the latest data in the report to the SIS Enrollment page without consideration for dates.

   4. PowerSchool Export (SpEnrollment) - Gathers all students with an integration ID record and a Program ID. The report exports the student ID, program ID, and program start and end dates.

   5. PowerSchool PA Gifted Reporting (S_PA_STU_X) - Gathers all students with an integration ID and PowerSchool ID record. The report exports the student ID, first name, last name, and Gifted IEP Field 80 code values (for example, GY, GX, GS, N).

The API write-back process does not add, edit, or end student school enrollment records in PowerSchool SIS. All data on this page must be maintained manually, including:

PowerSchool SIS Special Program Management (SPEnrollments)

The API write-back process will create and manage the PowerSchool SIS Special Programs = Special Education. The API write-back process also manages the Gifted and Talented program.

Special Education Programs

The PowerSchool SIS Special Programs description must equal Special Education. The fields are stored in the Special Programs on the Eligibility section of the Student profile.

Manage PowerSchool SIS Special Programs - Special Education Records

Initial Referred and Qualifies for Special Education

A Special Education Program record is created when:

• Found Eligible at Last Evaluation (FoundEligible) is True

• The Special Education Program dates will be set as following:

  • Program Start Date as the Evaluation Report Date (SpEdEvaluationDates[EligibilityMeeting]) or Latest Reevaluation Date (SpEdEvaluationDates[LatestEval]). Whichever is the latest.

  • Program Exit Date as the PSSP Globals Student’s Last Day of School (LastDayofSchool)

There will not be an SPE PowerSchool SIS enrollment record for the next school year until the end-of-year rollover process runs. The end-of-year rollover process will create a new Special Education record using the Special Programs Globals Student's First Day of School (FirstDayofSchool). The Exit Date is the Special Programs Globals Student's Last Day of School (LastDayofSchool).

Re-Evaluations - Student Continues in Special Education

The existing Special Education program (active as of the date of the Eligibility re-evaluation meeting) in PowerSchool SIS must be closed out, and a new record must be created to track each eligibility period and applicable special education data for that period. A Special Education Program record will be ‘ended’ and a new one created when the student has a re-evaluation meeting and when the student is

• Found Eligible at Last Evaluation (FoundEligible) is True

• The system updates the existing Special Education Program with a Program exit date one day before the new re-evaluation meeting (SpEdEvaluationDates[LatestEval)]

• The system creates a new Special Education Program with

  • Program Start Date as Latest Reevaluation Date (SpEdEvaluationDates[LatestEval)]

  • Program Exit Date as PSSE Globals Student’s Last Day of School (LastDayofSchool)

Re-Evaluations - Student No Longer Receives Special Education

A Special Education Program record will be ‘ended’ when the student has a re-evaluation meeting and when the student is found Not Eligible i.e

• Found Eligible at Last Evaluation (FoundEligible) is False

• The system updates the existing SPE Program exit date with the Special Education exit, or if the SE exit date is blank, it will use the Re-Evaluation meeting date (SpEdEvaluationDates[LatestEval)]

• The API Integration does not create new Special Education records in this case as the Student is no longer eligible for Special Education.

Manage PowerSchool SIS Special Programs - Gifted and Talented Records

The Special Programs description must equal Gifted and Talented. The fields are stored in Special Programs on the Gifted section of the Student profile.

Student Qualifies for Gifted and Talented

A Gifted Program record will be created when:

• A student is eligible for Gifted (GiftedEligibility) = True

• Program Start Date: Gifted Written Report (GWR)

Student No Longer Qualifies for Gifted

A Gifted Program record will be ended when:

• The student is no longer eligible for Gifted. "Student is eligible for Gifted" (GiftedEligibility) = False

• Program Exit Date: Gifted Written Report (GWR)

PowerSchool Special Programs to PowerSchool SIS Fields

Special Programs owns the following data elements and will be written back to PowerSchool SIS for state reporting.