UT 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 are used to 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 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 completed, 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 the data migrated adequately.
Proper data migration will ensure that reports from both systems match. PowerSchool is committed to ensuring your state reporting submissions are accurate, so it is good 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 four stages of submission:
Collection Open
Collection Closes date
Correction Window
Final submission
UTREx Data Submission: October Guidelines
UTREx Data Submission: December Guidelines
UTREx Data Submission: Year-end Guidelines
State Reporting for Utah has two reports that an administrator can extract to Excel from PowerSchool Special Programs.
UTREx Data Clearinghouse File Specifications
SCRAM Record (S2), Manual Page 85
Section 504 (S4), Manual Page 113
Reporting Timelines | Due By | Description |
|---|---|---|
October 1 (10/1) | October 10 | Completed in PowerSchool Student Information System: Total Enrollment Counts, Lunch, ELL, Graduation, Event Drop Out rates, etc. |
December (12/1) | December 10 | Special Education Enrollment counts, Preschool enrollment counts, Is one Percent, Special Education Environment, Time, and Regular Percent Values. |
End of Year (EOY) | July 7 | Completed in PowerSchool Student Information System: ADM, Special Education ESY Counts, Incident, High School Completion, Exit Codes, etc. |
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.
State Reports
UTREx SCRAM (S2)
All districts are required to run the SCRAM (S2) report located in Reporting, State Reports. See Profile for field specifications.
File | Data | Description |
|---|---|---|
UTREx SCRAM (S2) | 12/1 | This report counts students with an active IEP as of 12/1 of the current school year. Includes only active students in Special Education. |
NA | 6/30 | Includes any student that receives or has received Special Education services within the school year. The same format as 12/1 but includes exit date/reason data. |
UTREx Section 504 Record (S4)
All districts must run the Section 504 (S4) report located in Reporting, State Reports. See Profile for field specifications.
File | Data | Description |
|---|---|---|
UTREx - S4 | 6/30 | Must be submitted no later than year-end. Complete 504 accommodations data is expected to be included and uploaded to UTREx. This record reports Section 504 Entry, Exit Date and Reason, LEA/School, and 504 Impairments for students for the current global school year. |
State-Mandated Special Education Forms
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 documents such as 504, English Learner, Gifted, 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:
District / Location
Field | Description |
|---|---|
LEA Number | Administration, then Profile Types, then Globals, then This District Name. District, then Main: ID Field |
School Number | Search, then Locations, then Select a building, then School Number. |
Student Information
Field | Description |
|---|---|
Student Number | State-provided student ID number. |
LEA Number | District ID |
School ID Number | Identifies the school the student currently attends. |
Special Education Information
Profile Field Name | Description |
|---|---|
Eligibility | Indicates if the student is "Eligible," "Not Eligible," or "Eligible, Parent Refusal." |
Eligibility Determination Date | Data flows from the Eligibility Determination forms meeting date on finalization. |
Disability | Data flows from the Eligibility Determination forms, Primary Disability. Secondary disability can also be recorded. Keyword Table: DisabilityCatgories |
Special Education Exit Date | Data flows to SCRAM. Data flows from the Revocation of Consent for Special Ed & Related Services, then Special EdExitDate. |
Special Education Exit Reason | Data flows to SCRAM. Data flows from the Revocation of Consent for Special Ed & Related Services, then Special EdExitReason. Keyword Table: ExitReasonTable |
Reporting
Profile Field Name | Description |
|---|---|
Record ID | S2 |
Student Number | Flows data from Profile, then Student Information, then Student's State ID. |
Disability Type | Flows data from Profile, then Special Education Information, then Disability. Data flows from the Profile of a finalized Eligibility report. Keyword Table: DisabilityCatgories |
Time | Flows data from Profile, then Special Education Information, then Time field which comes from the latest IEP, then Special Education and Related Services Section. Keyword Table: ServiceTimeRanges |
SCRAM Entry Date | Indicates the date the student first began receiving Special Education and related services within the current school year. Flows data from the latest IEP. |
SCRAM Exit Date | Indicates the date following the last date the student received special education and related services for a particular disability type. |
SCRAM Exit Reason | Flows data from Profile, then Special Education Information, then The reason the student exited special education. Keyword Table: ExitReasonTable |
SCRAM Membership | Indicates the total aggregate days of membership within this SCRAM Time code accurately until you create the UTREx update file. |
Regular Percent | Summarizes the amount of time the student is in a regular education class. Flows data from Profile, then Special Education Information, then Regular Percent which comes from the IEP, then Special Education and Related Services Section. Keyword Table: EdEnvironmentTable |
Environment | Identifies the type of educational setting in which the student receives special education and related services. Flows data from Profile, then Special Education Information, then Environment which comes from the IEP, then Special Education and Related Services Section. Keyword Table: EdSettings |
LEA Number | Flows data from Administration, then Profile Types, then Globals, then This District Name, then ID Field. |
School Number | Displays the student's primary location, where the student receives services. Flows data from Profile, then Student Information, then Primary Location. |
Is One Percent | Indicates whether a student should be administered the 1% alternative assessment DLM (UAA) rather than the standard state assessment (SAGE). Flows data from the IEP, then Special Education and Related Services Section, then Participation in Statewide and Schoolwide Assessments checkbox. |
Extended School Year | Indicates if the student IEP team requires the LEA to provide Extended School Year (ESY) services at any time during the prior school year (including the summer after the year ends) mark YES. Flows data from the IEP, then Special Education and Related Services Section, Extended School Year, Student requires ESY Services checkbox. |
Section 504
Report | Description |
|---|---|
Record ID | Section 504 |
Student Number | Flows data from Profile, then Student Information, then Student's State ID. |
Section 504 Entry Date | Indicates the date the student first began receiving Section 504 related services for this disability type (or combination of disability types). Flows data from a finalized Section 504 Plan Meeting Date. |
Section 504 Exit Date | Indicates the date following the last date the student received Section 504 related services for a particular disability type (or combination of disability types). Flows data from Section 504 eligibility status. |
Section 504 Exit Reason | This code identifies the reason this student exited Section 504 related services. Flows data from Section 504. Keyword Table: ExitReasonTable |
Impairment | Due at year-end submission. Valid for grades Pre-K through 12. The different types of impairments are:
|
Brain Injury or Concussion Impairment | Flows data from Section 504 Eligibility, then Impairment which flows to Section 504 Profile. |
Hearing Impairment | Flows data from Section 504 Eligibility, then Impairment which flows to Section 504 Profile. |
Learning Impairment | Flows data from Section 504 Eligibility, then Impairment which flows to Section 504 Profile. |
Major Bodily Function Impairment | Flows data from Section 504 Eligibility, then Impairment which flows to Section 504 Profile. |
Medical Impairment | Flows data from Section 504 Eligibility, then Impairment which flows to Section 504 Profile. |
Mental Impairment | Flows data from Section 504 Eligibility, then Impairment which flows to Section 504 Profile. |
Orthopedic Impairment | Flows data from Section 504 Eligibility, then Impairment which flows to Section 504 Profile. |
Other Impairment | Flows data from Section 504 Eligibility, then Impairment which flows to Section 504 Profile. |
Accommodations
Field | Description |
|---|---|
Assessment Name(s) | Indicates if the student "Participates with Accommodations," "Standard Administration," "Participates with Modifications," "Participates with Alternate Assessments," "Will not participate." Keyword Table: AssessmentParticipation |
Accommodations | Keyword Table: Accommodations |
Student Contacts
Field | Description |
|---|---|
PowerSchool SIS | Integrates PowerSchool SIS unlimited contacts data via PowerSchool, then 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 the school year and submission dates for State reports.
Profile Types, then (GLOBALS), then the Main menu, then the Configurable Options section
Goal Wizard Enabled: Displays additional fields on the goal page of the IEP if Yes is selected.
IEP Goal Subject Area: Displays a drop-down value on the IEP form if Yes is selected.
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.